Business Solutions Analyst - (Open to EU & EFTA applicants)

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.  

Within UNDP, the Office of General Operations (OGO) provides the essential operational services that enable UNDP to function effectively across all locations. Its core responsibilities include the global management of UNDP premises and assets, travel and fleet services, insurance coverage, corporate cards, and a broad range of transactional business services at Headquarters in New York.  The office monitors global asset data to ensure accurate financial reporting and oversees the issuance of corporate purchasing cards for colleagues worldwide. Within OGO, the Business Solutions Team provides transactional support across project management, micro-purchasing, logistics, finance, contract and asset management, insurance, premises oversight, human resources, and resource planning.  

The Business Solutions Analyst provides transactional support to BMS/OGO clients to enhance the efficiency, effectiveness, and quality of finance and logistics service delivery.  Under direct guidance of the Asset Specialist, the incumbent supervises, motivates, and monitors a team of four staff (one Finance/Administrative and three Logistics personnel), ensuring collaborative, client-oriented, and timely delivery of finance and logistics services to clients, while maintaining compliance with UNDP rules, policies, and internal control frameworks.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

• Leads, motivates, and builds capacity of the services teams for client oriented, efficient, integrated, and effective service provision of technical, transactional, and administrative services to business units. Services include Budgetary/Financial, Cost Recoveries, Audit Support, Project Management, Knowledge Building, Procurement Support, Asset Management, Event Planning, Office Space Management, local visa protocol issues and Team Performances.  
• Coordinates the team service delivery in a timely and customer focused manner, within corporate guidelines; 
• Sets priorities and standards, identifies service delay points, proposes corrective actions; 
• Within OGO, ensures staff are provided with sufficient information, guidance and support to perform and deliver results; 
• Strives to promote a unified team to facilitate integration, linkages, collaboration and synergies; 
• Supervises and facilitates staff performance in line with UNDP’s performance management guidelines. 
• Provides necessary coaching and guidance. 
• Promote and facilitate team’s and organization’s effective knowledge management and learning in operations support services  
• Promote the active use of performance standards and feedback mechanisms for organizational performance improvements, including the development of communities of practice and development solutions teams. 
• Establish partnerships and cultivate internal and external networks in order to tap into external knowledge and bring those insights into UNDP for achieving a greater impact. 
• Act as HR Focal point for OGO staff.  

• Manages cost-recovery system for the services provided by BMS Units to UNDP, other partner agencies and other clients monitoring income of reimbursable services account. Ensures accurate planning, forecasting and reporting of common pool of reimbursable services accounts  
• Prepares, reviews and approves budget revisions, cash-based allocations, credit card reconciliations and payments, posted by direct reports; 

• Guide the development and implementation of logistics plans; 
• Oversees logistics including event planning, procurement requests, micro-purchasing, supplier profile updates, IDAM updates, management of office equipment, mobile phone updates, courier requests; 
• Reviews and approves procurement requests including requisitions and purchase orders; 
• Provide expert strategic advice related to micro-purchasing (i.e. below $5k); make decisions related to micro-purchasing and informs clients accordingly;  
• Manage all supply-chain (procurement and inventory) activities ensuring timely completion; keep abreast of UNDP’s supply-chain strategy and integrate it with BMS operations unit; 
• Oversee the maintenance of the Fleet Management project 
• Supervise the operations of the mail and courier deliveries and of incoming UN pouch deliveries 
• Complete protocol services such as grounds pass approvals and employment authorizations 

• Proposes and implements service level agreements, including performance indicators for all areas of Logistics and takes appropriate actions to ensure targets are met especially in client service, cost, quality and time 
• Recommends to management amendments to systems, procedures, and services for improved performance based on lessons learned 
• Develop effective collaborative relationships with units’ clients; facilitate client capacity development as a key element of operations management and support; 
• Act as focal point for vendors serving operational support. 

Supervisory/Managerial Responsibilities: 4 IPSAs (3 IPSA in Bonn and 1IPSA in Madrid)

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

UNDP People Management Competencies can be found in the dedicated site [link removed]. 

• Systems Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

• Resource Management: Allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity
• Portfolio Management: Ability to select, prioritise and control the organization's programmes and projects in line with its strategic objectives and capacity. Ability to balance the implementation of change initiatives with regular activities for optimal return on investment. Knowledge and understanding of key principles of project, programme, and portfolio management.
• Risk Management: Identify and organize action around reducing, mitigating and proactively managing risks

• Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

• Events management (including retreats, trainings and meetings):Ability to manage events, including Venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Building, facilities & office space management: Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data

• Advanced university degree (Master´s degree or equivalent) in Management, Business Administration, Accounting qualification or other relevant disciplines in Social Sciences is required, OR
• A first-level university degree (Bachelor´s degree) in the areas mentioned above in combination with additional 2 years of qualifying experience, will be given due consideration in lieu of Master´s degree.

• A minimum of 2 years (with master´s degree) or 4 years (with bachelor´s degree) of relevant professional experience at the national and international level, in a governmental, development multilateral or civil society organization setting in leading, managing and/or providing management support and advisory services is required.   
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP is required.
• At least 2 years’ experience in supervising teams in the delivery of operational products, services and systems is required. 
• Record of progressively responsible experience, at the professional level, in at least 2 functional areas of operations management (financial resources management, logistic management, operations management) is desirable.
• Experience in UN System performing functions related to this position is desired.
• Experience using ERP management systems like Atlas or Quantum is desired.
• Experience interacting with German and/or EU government authorities or legislature is desired.

• Fluency in English and German required. 
• Working knowledge of any other official UN language is desired. 

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Applicants are invited toread UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [link removed]

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.