Operation Manager

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Job Description

Under the overall guidance of the Resident Representative (RR) and direct supervision of the Deputy Resident Representative (DRR), the Operations Manager acts as an advisor to Senior Management on all aspects of Country Office (CO) management and operations. This includes strategic management of financial and human resources, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The Operations Manager’s main role is to lead, constantly evaluate, and adjust the operations of the Country Office to ensure consistent services delivery and smooth functioning of the CO programmes and projects.

The Operations Manager leads and guides the (CO) Operations Team and fosters collaboration within the team, and with programme staff and other UN Agencies using 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 HQ staff and Government officials to successfully deliver the country programme.

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.

Duties and Responsibilities:

As a member of the CO management team, ensures the strategic direction of operations:

Ensure full compliance of operations with UN/UNDP rules, regulations, policies, and Internal Control Framework (ICF).
Implement corporate operational strategies. Establish management targets (BSC); and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required.
Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships and resource mobilization purposes.
Ensure mapping of CO business processes, and establishment of internal Standard Operating Procedures (SOPs) for Finance, Human Resources Management, Procurement, ICT, Logistic, Protocol, Travel and Transportation Management Services.
Support senior management in identifying and overseeing risks to ensure dynamic and effective risk management in the CO and to make more risk-informed and timely decisions. Monitor and analyze the operating environment; undertake risk analysis related to operations for discussion with the DRR and RR, as appropriate; and make timely readjustment of operations services, considering advice on legal considerations.
Support the RR/DRR on all security related matters and in coordinating Business Continuity Planning and implementation.
Ensure systematic adherence to UNDP policies, procedures, and corporate guidance on enterprise risk management in the CO and at the project level. Participate in the appraisal of projects to provide operational input that includes formulating risk management plans and anticipating cost of risks during the project design phase.
Ensure relevant colleagues and stakeholders from both programme and operations are consulted in the identification, costing, and management of risks for the programme, all projects, and portfolios in the office/unit when applicable.
Ensure knowledge building and sharing about management and operations in the CO, coordination of staff learning needs, and consolidation of lessons learnt/best practices.
Provide sound contributions to UNDP knowledge networks and communities of practice.

Ensure effective, risk-informed, and accurate financial resources management and supervision of the Finance team:

Ensure proper planning of CO financial resources, tracking and recording of expenditures in compliance with IPSAS, and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
Oversee 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.
Perform appropriate delegations in ERP for voucher and Treasury transactions approvals and bank reconciliation. Approve bank reconciliations and pending disbursements as the “third authority” (cheques, bank transfers, EFT).
Organize cost-recovery mechanisms for CO services provided to projects and UN Agencies that includes ensuring timely preparation of proforma invoices for UN agencies.
Organize and provide 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, and security for cash assets on site.
Monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. Ensure appropriate CO and UNDP HQ staff are informed of the results of the investigation when satisfactory answers are not obtained.
Serve as member of bank signatory panel.
Ensure transaction and stop payment approval on internet banking system.
Ensure all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures

Ensure strategic human resources management and supervision of the HR team:

Ensure CO compliance with corporate human resources policies and strategies.
Advise on optimal staffing of the office and projects.
Provide oversight for recruitment processes and appropriate use of different contractual modalities in accordance with UNDP rules and regulations.
Establish and maintain proper performance management and staff development systems, ensuring staff access to role appropriate learning activities.
Ensure provision of efficient procurement, logistical and administrative services, and supervision of the Procurement team and the administrative services team.
Ensure CO compliance with corporate rules and regulations related to procurement and logistics.
Develop CO procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system.
Develop CO procurement plan and ensure proper contract management, anticipating potential litigations.
Oversee procurement processes and logistical services in compliance with procurement principles and guidelines.
Ensure proper management of UNDP assets, facilities and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the CO’s assets.

Ensure forward-looking information and communication management and supervision of ICT team:

Ensure ERP functionality is used for improved business results and improved client services.
Identify opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability
Maintain a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Update the ICT Disaster Recovery Plan regularly.
Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry and web-based office management system, etc.

Ensure proper common services management and establishment of strong collaboration with other UN Agencies:

Elaborate strategic approach for implementation of common services in line with the latest developments in common services and best practices.
Ensure proper planning and tracking of common services budget and of Agencies’ contributions to the common services account.
Contribute to Operations Management Team (OMT) activities including the area of risk management.
Supports business operations strategies and UN reform efforts to improve operational effectiveness and management efficiency across the UN system;

Required Skills and Experience:

Education:

Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or relevant related field is required, OR
A first-level university degree (bachelor’s degree) in the areas stated above.in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree

Experience:

Minimum of 5 years (with master’s degree) or 7 years (with Bachelor’s degree) of relevant experience at the national or international level in providing management advisory services and/or managing operational systems and establishing relationships with international organizations and national governments is required.
Proven experience and/or certifications in at least two of the following fields is highly desirable: procurement, finance, HR management, ICT management, administration.
Previous experience as an Operations Manager is desirable.
Prior experience with an international organization is desirable.
Experience and good knowledge of accrual accounting, IPSAS or IFRS is highly desirable.

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