Background As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact.
Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team.
Under the guidance and supervision of the Deputy Country Director, will act as an advisor to Senior Management on all aspects of Country Office Management and Operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT 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 will work 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 As a member of the CO management team, ensures the strategic direction of operations focusing on achievement of the following results: Ensure quality control and full compliance of operations management with UN/UNDP operations rules, regulations, policies and procedures, implementation of corporate operational strategies. Contributing to the CO Integrated Work Plan (IWP), establishment of management targets for the CO Balanced Scorecard (BSC) and regularly monitoring achievement of results; Establishment of collaborate arrangements with partners and appropriate operational partnership arrangements; CO operational business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Administrative, Procurement, Logistical and ICT services as and when needed; Ensure full compliance of SOPs with the corporate UNDP Internal Control Framework (ICF). Constant monitoring and analysis of the operating environment, timely readjustment of the CO specific ICF to ensure compliance with the corporate ICF and operations policies and procedures, advice on operational legal considerations and risk assessment; Knowledge building and sharing with regards to operations management in the CO, organization of the trainings for the CO staff, UNDP projects and UN Agencies on operations policies and procedures, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice. Ensures provision of effective and efficient general administrative support services and supervision of the Administrative team focusing on achievement of the following results: CO compliance with corporate administrative rules and regulations; Elaboration and implementation of the control mechanism for administrative services, proper assets management, proper inventory control, fleet management and other administrative services. Ensure full compliance with IPSAS in the accounting for the Asset Management; Establishment and maintenance of the proper travel management processes for CO, UNDP projects and UN Agencies; Certification of administrative reports ensuring accuracy and conformance with administrative rules and regulations, including DSA, Place-to-place and other surveys. Ensures provision of efficient procurement and logistical services and supervision of the Procurement team focusing on achievement of the following results: CO compliance with corporate procurement rules and regulations and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement; Elaboration 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 and Vendor approver. Serve as a member and/or alternate Chairperson of the CO Contracts, Assets and Procurement Committee (CAP); Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets. Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results: Use of Atlas functionality for improved business results and improved client services; Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability; Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries; Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc. Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results: Ensures provision of common services on behalf of UNDP and harmonized business practices, which includes common services and common premises, to ensure the efficiency and effectiveness of UN operations in country; Ensure elaboration of the UNDP strategic approach for implementation of common services in line with the latest developments in common services and the best practices; Proper planning and tracking of common services budget and of Agencies contributions to the common services account; Represent UNDP CO in Operations Management Team (OMT), being active part of OMT to ensure that a common framework of operations is established at the country level to support programmatic issues, including development of common management practices, and common support services, ensure exchange of information among operation managers to better understand the systems and procedures of the different agencies.
Competencies Functional Competencies:
Advocacy/Advancing A Policy-Oriented Agenda Results-Based Programme Development and Management Building Strategic Partnerships Innovation and Marketing New Approaches Resource Mobilization (Field Duty Stations) Promoting Organizational Learning and Knowledge Sharing Job Knowledge/Technical Expertise Global Leadership and Advocacy for UNDP’s Goals Client Orientation
Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making
Required Skills and Experience
Education: Master’s Degree in a relevant field, preferably in Business Administration, Public Administration, finance or Economics.
Experience: A minimum 5 years of relevant experience at the national or international level in operational management, including 3 years of senior-level management responsibilities of similar size and complexity 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 English is required; Swahili is desirable