Vacancy - Operations Analyst

26 May 2017

Freetown, Sierra Leone

Official Job Title: Operations Analyst

Level/Grade: Service Contract - SB 4

Duration: One Year (Renewable)

Duty Station: Freetown, Sierra Leone

Post Type: Non-Rotational

Organizational Unit: Operations


1. Organizational Location

Under the guidance and supervision of the International Operations Manager (IOM), the Operations Analyst is responsible for assisting the IOM in effective delivery of financial services, transparent utilization of financial resources and management of the Country Office Operations Unit. He/she analyzes and interprets the financial rules and regulations, PPM relevant to specified areas of Operations Management.


2. Job Purpose

Assists the Operations Manager in the following areas:

·         Implementation of operational and financial management strategies, and adapts processes and procedures

·         Managing the project budgets and organize an optimal cost-recovery system

·         Ensures proper control of CO operations management

·         Facilitates knowledge building and knowledge sharing in the CO

·         Facilitates period end closure


3. Main Tasks and Responsibilities 

Assists the Operations Manager in implementation of operational and financial management strategies, and adapts processes and procedures, focusing on the achievement of the following results:

  • Full compliance of financial activities, financial recording/reporting system and audit follow up with UNFPA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system. Continuous analysis and monitoring of the financial situation & presentation thereof.
  • Work with the procurement team for the development and implementation of the procurement plan by ensuring compliance to the policy, guidelines and processes.
  • Support the implementation of the CO procurement strategies
  • Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions.

2.  Assists in managing the project budgets and organizes an optimal cost-recovery system focusing on achievement of the following results:

  • Elaboration of proper mechanisms to eliminate deficiencies in budget management.

3.  Assists and ensures proper control of CO operations management focusing on achievement of the following results:

  • Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed,
  • Receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNFPA policies and procedures.
  • Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Operationalize fraud risk assessment for projects and the CO.

4.  Assists and facilitates knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Synthesis of lessons learnt and best practices in Finance, Procurement and general administration.
  • Sound contributions to knowledge networks and communities of practice.

5.  Assists and facilitates period end closure activities:

  • Assist supervisor in preparing and administering financial system calendar for month-end and year-end closures of ATLAS, i.e. Atlas Financial Data Quality dashboard
  • Ensure that all period end related activities are performed by the relevant units in a timely and accurate manner. Ensure that all transactions are either posted or deleted prior to closure.  Coordinates reconciliation of  Accounts Receivables and Accounts Payable sub modules to General Ledger, investigating differences and either taking corrective action and where necessary highlighting to management for action.

6.  Others:

·         Any other activities or job responsibility or Ad hoc tasks as requested by the organization through the supervisor.



4. Job Requirements

Any of the following qualifications:

·         Master’s Degree in Business Administration, Finance, Public Administration, Economics or related field

·         Chartered qualification in accounting from an internationally recognized body, preferably ACCA

·         Chartered qualification in procurement – Chartered Institute of Procurement & Supply, level 4 (CIPS4)

Knowledge & Experience:

A minimum of 3 years of relevant experience in providing financial and procurement management and advisory services, managing staff and operational systems. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spread sheet and database packages, experience in handling of web based   management   systems   and   ERP   financials,   preferably PeopleSoft. Experience of IPSAS will be a distinct advantage.



Working in teams
Communicating information and ideas/Knowledge sharing Appropriate and transparent decision-making
Analytical and Strategic Thinking/Results Orientation Commitment to Excellence
Performance Management


Business acumen
Implementing management systems
Innovation and marketing of new approaches
Client orientation
Organizational awareness
Job knowledge / technical expertise


All applications should be addressed to The International Operations Manager and sent to the following email on or before the closing date of 26th May 2017Alternatively, applications can be hand delivered to the following address:

UNFPA, 12/16 New Signal Hill Road, Off Congo Cross, Freetown, Sierra Leone


Closing Statement

Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

This is a project funded post.