Operations Manager

Under the guidance of DRR/DCD, the Operations Manager acts as an advisor to Senior Management on all aspects of CO management and operations. This includes strategic financial, efficient procurement, logistical services and common services consistent with UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.
The Operations Manager leads and guides the Country Office (CO) Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operations services.

Duties and Responsibilities

Summary of Key Functions:
  • Ensuring strategic direction of operations
  • Financial resources management and supervision of the Finance team
  • Strengthen capacity of newly recruited staff
  • Efficient procurement and logistical services and supervision of the Procurement team
    UNDP leadership in coordination of common services

Ensures the strategic direction of operations focusing on achievement of the following results:
  • Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results.
  • Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements.
  • CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Procurement, and Logistical services.
  • Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
  • Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results:
  • Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
  • Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation.
  • Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations.
  • Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
  • Organization and oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained.
  • Member of bank signatory panel.
  • Transaction and stop payment approval on internet banking system.
  • All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
Strengthen capacity of newly recruited staff in Operations
  • Following the recently audit continue existing efforts in building capacity of staff.
  • Optimal staffing of the office and projects and promote knowledge management and inter-unit, inter-country information and knowledge sharing.
  • Provides support in workforce planning, succession, recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development.
Promotes efficiency in procurement and logistical services in the Procurement unit focusing on achievement of the following results:
  • CO compliance with corporate rules and regulations in the fields and management of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
  • Management of the CO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, OM acting as Manager Level 2 in Atlas for Purchase orders approvals.
  • Effective procurement to support accelerator project implementation of joint programmes.
UNDP leadership in coordination of common services.
  • Provides support management of common services arrangements to/by participating organizations/agencies at the country level;
  • Ensures Common Services agreements with UN Agencies are in place and follows up on receipt of contributions from UN Agencies against MoUs and produces analysis of income and expenditure reports on Common Services.
    Acts as focal point for effective billing and builds capacity in cost recovery in the country office;
  • Ensures that the Administrative Agent fees, as well as General management Support (GMS) charges for the execution of Joint Programmes in which UNDP participates, are collected on time;
  • Prepares analytical reports which guide Senior Management on extra budgetary reserve accumulated and advise project units in resource allocation and utilization.
  • Liaises closely with resource mobilization team.

Competencies

Functional Competencies:
Building Partnerships
Identifying and building partnerships
  • Effectively networks with partners seizing opportunities to build alliances
    Identifies needs and interventions for capacity building of counterparts, clients and potential partners
  • Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
Promoting Organizational Learning and Knowledge Sharing
Developing tools and mechanisms
  • Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies
Job Knowledge/Technical Expertise
In-depth knowledge of own discipline
  • Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration)
  • Continues to seek new and improved methods and systems for accomplishing the work of the unit
  • Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
  • Demonstrates comprehensive knowledge of information technology and applies it in work assignments
  • Continually looking for ways to enhance financial performance in the office
Promoting Organizational Change and Development
Assisting the individuals to cope with change
  • Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
Design And Implementation of Management Systems
Designing and implementing management system
  • Makes recommendations regarding operation of systems within organizational units
  • Identifies and recommends remedial measures to address problems in systems design or implementation
Client Orientation
Contributing to positive outcomes for the client
  • Anticipates client needs
  • Demonstrates understanding of client’s perspective
  • Solicits feedback on service provision and quality
Promoting Accountability and Results-Based Management
Input to the development of standards and policies
  • Provides inputs to the development of organizational standards for accountability
Core Competencies:
  • Building support and political acumen
  • Building staff competence, creating an environment of creativity and innovation
  • Building and promoting effective teams
  • Creating and promoting enabling environment for open communication
  • Creating an emotionally intelligent organization
  • Leveraging conflict in the interests of UNDP & setting standards
  • Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Fair and transparent decision making; calculated risk-taking
UNDP Certification programmes Prince2, Procurement, Accounting and Finance

Required Skills and Experience

Education:
  • Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
  • 5 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments.
  • Experience in the usage of computers and office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft.
  • Experience of accrual accounting, IPSAS or IFRS is highly desirable.
Language Requirements:
  • Fluency in the UN and national language of the duty station.
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Operations Manager
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