Job Description
BACKGROUND
Le PNUD s’engage à assurer la diversité du personnel en termes de sexe, de nationalité et de culture. Les personnes issues de groupes minoritaires, de groupes autochtones et de personnes handicapées sont également encouragées à postuler. Toutes les candidatures seront traitées avec la plus stricte confidentialité.
Le PNUD ne tolère pas l’exploitation et l’abus sexuels, tout type de harcèlement, y compris le harcèlement sexuel, et la discrimination. Tous les candidats sélectionnés feront donc l’objet d’une vérification rigoureuse des références et des antécédents.
Under the guidance of the Deputy Resident Representative (DRR), the Operations Manager acts as an advisor to Senior Management on all aspects of CO 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, supervise, coach and align these operational practices in the CO, 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 & RESPONSIBILITIES
- Ensuring strategic direction of operations
- Financial resources and Human Resources Management, and supervision of the Finance and HR team
- Efficient procurement and general services, and supervision of the Procurement and administrative team
- Information and communication management and supervision of ICT team
- Common services organization and management, establishment of partnerships with other UN Agencies
Key duties and responsibilities include:
As a member of the CO management team, 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 (STREAM, Integrated Financial Dashboard, Office Budget IWP, 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.
- Reviews CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
- Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
- Maintenance of coordinating machinery to assist in the implementation of activities on common services and implementation of the UN reform.
- Implementation of harmonized approach to common services management with analysis of requirements and elaboration of proposals on common services based on best operational practices
- Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
- 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.
Ensures effective and accurate financial resources and Human Resources management, and supervision of the Finance and HR teams 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.
- 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.
- 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.
- CO compliance with corporate human resources policies and strategies.
- Optimal staffing of the office and projects.
- Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
- Establishment and maintenance of the proper performance management and staff development systems. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.
- Review of the management of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies
- Coach and train on key tools to enhance management efficiency.
- Analyse and identify options for improved application of DPCs and cost recovery.
Ensures provision of efficient procurement and general services, and supervision of the Procurement and administrative team focusing on achievement of the following results:
- CO compliance with corporate rules and regulations in the field 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, PROMPT.
- Elaboration of the CO contract strategy including tendering processes and evaluation, guiding the management of contracts and contractors and 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.
- Review the 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.
- 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.
- Review the current setup and develop a workplan for improved efficiency in the programme administration.
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.
- Maintenance of coordinating machinery to assist in the implementation of activities on common services and implementation of the UN reform.
- Implementation of harmonized approach to common services management with analysis of requirements and elaboration of proposals on common services based on best operational practices
- Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
Ensure proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
- Elaboration of the strategic approach to implementation of common services in line with the UN reform, the latest developments in common services and the best practices.
- Implementation of Common Services, maintaining coordination to ensure integrated common services activities and implementation of UN reforms.
- Develops the strategic approach to the implementation of common services in line with the latest developments on common services and best practices.
- Ensures proper planning and monitoring of common services budgets and agency contributions on behalf of common services
- Supervision and management of some UN surveys: Place-to-Place, Cost of Living, DSA, etc.
COMPETENCIES
Core Competencies:
- Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
- Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
- Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
- Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
- Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
- Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
- Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity
Cross-Functional & Technical Competencies:
Digital & Innovation: Data analysis
- Ability to extract, analyse and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making
Ethics: UN policy knowledge – ethics
- Ethics UN policy knowledge – ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Administration & Operations: Provision of Argus profiles
- Knowledge of policy and procedures related to processing and granting of appropriate Argus profiles based on the functional roles including special roles as required and approved by the authorizing official
Finance: Financial planning and budgeting
- Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting
HR – People strategy and planning: Human resources strategic planning
- Ability to develop integrated HR strategies, governance structures, policies and procedures
Information Management & Technology: IT Continuity and Disaster Recovery
- Ability to advise on IT continuity and disaster recovery. Knowledge of ISO 22301 an asset
Procurement: Procurement management
- The ability to acquire goods, services or works from an outside external source
Security Services: Security advice, planning, and coordination
- Ability to provide with authoritative advice and guidance on security management, plan and coordinate security activities
QUALIFICATIONS
Education:
- Master’s Degree or equivalent in Finance, Economics, Business Administration, Public Administration, or related field
Experience, Knowledge, and Skills:
- Minimum 5 years of relevant experience at the national or international level.
- Proven experience in providing management advisory and support services
- Experience in financial services and/or supervision of 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 and Oracle.
- Experience of accrual accounting, International Public Sector Accounting Standards (IPSAS) or International Financial Reporting Standards (IFRS) is highly desirable.
- Knowledge of UNDP programme, operations policies and procedures and UN management tools is desirable.
- Professional Certifications in Finance, Procurement, logistics and asset management are added advantages.
- Fluency in French or in English, Working Knowledge of the others
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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Note: 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.
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