Background

The Hargeisa sub-Office is representational and fully operational, but not autonomous, office of UNDP Somalia in one of the three areas under the responsibility of the Country Office (South Central, Puntland and Somaliland). The Sub-Office ensures continuous representational presence of UNDP in the area; provides support, policy advisory services and capacity building to counterparts in the field; plans, implements, and monitors project activities at the field level; provides support for the Coordination of the UN agencies present in the area, in liaison with the office of the Resident Coordinator; and is responsible for the implementation of UNDP security measures and contingency planning in the geographic zones in liaison with the UNDP Local Security Assistant (LSA) and the UN Department of Security and Safety (UNDSS). The Sub-Office is committed to implementing UNDP’s cooperate and country level Gender equality strategies.

Under the guidance and supervision of the Head of Sub-Office in matrix management with the Deputy Country Director for Operations (secondary supervision line), the Operations Specialist acts as an advisor to the Head of the Sub-Office in Hargeisa on all aspects of management and operations in the Sub-Office Area, including the operations of any subordinate offices (Field Offices, Project Offices, UN joint facility, UN Dispensary, etc.). The Operations Specialist is responsible for financial and human resources management, efficient procurement and logistical services, and ICT at the Sub-Office (SO) and is to ensure consistency with UNDP rules and regulations.

S/he ensures consistent services delivery to the SO, UNDP programmes and projects, and UN common services. S/he sets policies and methods to maximize the SO’s performance in operations demonstrating capacity for innovation and creativity, as well gender sensitivity, and providing advice to Management on readjustment of the operations to take into account changes in the operating environment, as and when needed. As part of the SO management team, s/he leads and guides the SO Operations Team (including the Administration-, Logistics/transportation, Assets Management, Engineering, and Finance Units) and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. In this context, the Operations Specialist participates in the Operations Management Team, at the inter-agency level.

Assisted by an Administrative Assistant, and supported by the Operations Team at the Sub-Office, s/he works in close collaboration with programme and project teams in the SO, operations staff in other UN Agencies, UNDP Mogadishu and Nairobi based staff and Government officials to successfully deliver operations services.

Duties and Responsibilities

Summary of Key Functions:

• Ensures the strategic direction aligned with Country Office and corporate Operations policy;
• Manages SO’s Financial and Human Resources, Procurement and logistical services;
• Supervises, directly or indirectly, all Operations staff in the Sub-Office, including Operations staff within programmes or projects;
• Oversees the management of information and communication technology;
• Manages common services and works closely with the relevant functions at he Nairobi Liaison Office on management issues and establishment of partnerships with other UN Agencies;
• Takes every possible step to ensure appropriate living and working conditions are available and adequate and UNDP security arrangements are in place in the field;
• Actively promotes the mainstreaming of gender equality and women’s empowerment considerations in the Operations of the Sub-Office, and the implementation of specific measures.

Functions / Key Results Expected

As a member of the SO management team, the Operations Manager ensures the strategic direction of the SO’s operations, and plans and manages the operations of the SO on a day-to-day basis, focusing on achievement of the following results:

Overall Operations Management:

 
Effective and efficient project delivery is ensured by supervising the Operations Team in the Area and by putting in place the requisite support functions and implementing agreed business processes:

• Compliance of operations with UN/UNDP rules, regulations and policies is ensured, as well as the implementation of corporate operational strategies, and establishment of targets and the monitoring of results;
• Advice is available to the Head of Sub-Office and Deputy Country Director Operations on strategies, policies and plans affecting SO operations, delivery of practice advisory, knowledge and learning services;
• Collaborative arrangements are established with potential partners, a Client relationship Management System for resources mobilization purposes, as well as appropriate operational partnership arrangements;
• SO business processes are mapped   and internal Standard Operating Procedures (SOPs) are established and implemented in Finance, Human Resources Management, Procurement, Logistical and ICT services, in line with Results Management principles;
• Targets are set and regularly monitored for operational efficiency the operating environment is consistently monitored and analyzed , leading to recommendations and quick readjustments of the operations, including advice on legal considerations and risk assessments;
• Risks (financial, legal, physical, etc.) are adequately anticipated, managed and mitigated, through the implementation of Minimum Operating Security Standards, and the design and implementation of Business Continuity Plans, and Emergency preparedness measures;
• Knowledge is built and shared with regards to management and operations in the SO, including organization of the operations staff trainings, ensuring compliance with UNDP corporate mandatory certification levels, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

Financial Management:

Effective and accurate Financial Resources Management, strategic human resources management, efficient Procurement and Logistical services management and supervision of the Operation Associate/Assistant(s) focusing on achievement of the following results:

• Proper planning, expenditures tracking and audit of financial resources is ensured in accordance with UNDP rules and regulations, OM performing the function of Manager Level 1 in ATLAS for UNDP vouchers approval;
• SO cash management processes are properly managed, controlled and supervised, 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;
• Financial exception reports are routinely monitored for unusual activities, transactions, and any anomaly or unusual transaction is investigated. Supervisors and other UNDP staff at Nairobi are informed of the results of the investigation when satisfactory answers are not obtained.

Human Resources:

SO compliance with corporate human resources policies and strategies is ensured at all times, including:

• Optimal staffing of the office and projects is ensured at all times, and the recruitment of women is encouraged for the purpose of achieving gender equality and women’s empowerment;
• Recruitment processes and performance management systems are properly overseen, ensuring link of job design with recruitment career development and learning management;
• UNDP personnel Leave and other absences are constantly monitored and recorded/reported in a timely manner;
• Staff learning opportunities are promoted, and the implementation of the Learning Plan in the Sub-Office is ensured.

Procurement and Logistical Services:

SO compliance with corporate rules and regulations is ensured in the field, and the SO procurement strategies, including:

• Sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, and performance measurement is designed and implemented;
• The SO contracting strategy (including tendering processes and evaluation, managing the contract and contractor, legal implications) is adequately managed and proper oversight is provided to procurement processes and logistical services in accordance with UNDP rules and regulations, the OM acting as Manager Level 1 in Atlas for Purchase orders approval;
• Proper management of UNDP assets, facilities and logistical services is ensured, including all local transport arrangements at the Sub-Office which should be pooled to the greatest extent possible to ensure cost effectiveness and optimal availability. This extends to the maintenance management of the vehicle fleet.

Information and Communication Technology:

Forward-looking information and communication management is ensured, as well as supervision of the ICT Assistant focusing on achievement of the following results:

• Access of adequate IT and telecommunications infrastructure for the offices for the offices in the Sub area;
• A secure, reliable infrastructure environment for ICT, and adequate plans for disasters and recoveries, is maintained;
• Atlas functionalities are used efficiently, for improved business results and improved client services;
• Opportunities and ways of converting business processes into web-based systems are identified and implemented in a timely manner to address the issues of efficiency and full accountability;
• Different systems and applications are promoted and implemented, for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.

Security and staff welfare:

Living and working conditions of UNDP personnel are improved and are gender sensitive, and UNDP security in the field is adequately managed by focusing on achievement of the following results:

• All arrangements are made, and measures are in place so that UNDP office premises and personnel and co-located agencies are in the safest possible working environment, meeting Minimum Operating Security Standards (MOSS);
• As part of Common Services, the UN Dispensary is adequately staffed, equipped and supported, and provides effective services to UN Agency personnel and their dependents;
• The SO premises, as well as UN Common Compound and facilities under the responsibility of UNDP are adequately maintained and organized, in a gender sensitive way, with appropriate access to auxiliary facilities as may be required;
• Secure, flexible, adequately comfortable and gender sensitive living conditions are available for international staff with duty station in the Sub-Area;
• Counseling is available, either in situ or remotely, in support to stress management and in case of traumatic exposure of UNDP personnel at the duty station;
• Adequate transportation, and flexible, secure arrangements, are available for all UNDP personnel on duty;
• Opportunities for leisure activities are available for resident UNDP personnel.

Competencies

Functional Competencies:          

Analysis and creation of messages and strategies:

• Creates effective advocacy strategies;
• Contributes to the elaboration of advocacy strategies by identifying and prioritizing audiences and communication means;
• Uses the opportunity to bring forward and disseminate materials for advocacy work.

Building Strategic Partnerships:

• Sensitizes UN Partners, donors and other international organizations to the UNDP’s strategic agenda, identifying areas for joint efforts;
• Promotes UNDP’s agenda in inter-agency meetings.

Promoting Organizational Learning and Knowledge Sharing:

• Makes the case for innovative ideas documenting successes and building them into the design of new approaches;

• Identifies new approaches and strategies that promote the use of tools and mechanism.

Job Knowledge/Technical Expertise:

• Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
• Continues to seeks 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.

Creating Visibility for UNDP/Supporting UNDP’s Capacity to Advocate:

• Develops promotional activities based on monitoring/evaluation information identifying areas requiring higher visibility;
• Develops messages for use by UNDP staff when working with partners, internationally and nationally;
• Reviews documents and materials intended for use within and outside the organization in order to ensure consistency and validity of message.

Global Leadership and Advocacy for UNDP’s Goals:

• Creates effective global advocacy messages/strategies;
• Contributes to the elaboration of a global advocacy strategy by identifying and prioritizing audiences and messages.

Conceptual Innovation in the Provision of Technical Expertise:

 Leverages different experiences and expertise of team members to achieve better and more innovative outcomes.

Client Orientation:

•  Anticipates client needs;
• Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
• Demonstrates understanding of client’s perspective.

 Core Competencies:

• Promoting ethics and integrity, creating organizational precedents;
• 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.

Required Skills and Experience

Education:              

• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
• First level University degree in Business Administration, Public Administration, Finance, Economics or related field combined with 7 years of experience may be considered in lieu of advanced university degree.

Experience:

• 5 years of relevant experience with a Master degree, or first level university degree with 7 years of relevant experience at the national or international level in gender sensitive operations management, providing management advisory services and/or managing staff and operational systems of an office/operation of similar scale and complexity;
• Solid experience and knowledge in financial resources and human resources management, contracts, asset and procurement (CIPS certification is an advantage), information and communication technology, as well as general administration;
• Specific experience in leading business processes re-engineering, implementation of new systems (business side), and affect staff behavioural/ attitudinal change, leading strategic planning, results-based management and reporting, as well as leading the formulation and monitoring of management projects, is an asset;
• Experience in the mainstreaming of gender equality and women’s empowerment considerations in operations management and the implementation of specific measures;
• Experience in the use of computers and office software packages, experience in handling of web-based management systems;
• Previous experience with UNDP/and or the UN system, and in establishing relationships among international organizations and national Governments, would be an advantage.

Language:      

• Fluency in spoken and written English and Somali is a requirement.