UNDP Jobs - 53948- Operations Manager, CHTDF Project (Only Bangladesh

Operations Manager, CHTDF Project (Only Bangladeshi nationals are eligible to apply)

Location :

Rangamati, BANGLADESH

Type of Contract :

Service Contract

Starting Date :

01-Apr-2015

Application Deadline :

03-Mar-15 (Midnight New York, USA)

Post Level :

SB-5

Duration of Initial Contract :

Initially One year

Languages Required :

English

Expected Duration of Assignment :

Renewable upon satisfactory performance and availability of funds

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the direct supervision of the Director of the CHT Development Facility the incumbent leads and guides the Operations section and fosters collaboration within the cluster, with other operations staff of the CO, programme clusters, to successfully deliver operational services (currently USD 12-15M/year).

Being part of the Senior Management of the Facility, the incumbent provides managerial support to the overall successful functioning of operations - advising, consulting and assisting the Director, Deputy Director and Chiefs on management matters as well as ensuring proper follow-up over decisions taken.

The post involves the management, supervision and coordination of a number of operations staff in the fields of Human Resources Management and Procurement of goods and services and Finance.

Duties and Responsibilities

Functions:
The Operations Manager leads and guides the Operations Team of the CHT Development Facility with an responsibility and oversight on the below key functions:-

Ensuring strategic direction of CHTDF operations and advising CHTDF management on all areas of operations
Ensuring effective financial resources management in line with UNDP rules and regulations
Ensuring effective management and administration of Human Resources
Ensuring efficient Procurement and Assets Management services
Provision of ICT Management services to project staff
Provision of timely administrative and logistical services

Cluster Management:

Ensures the strategic direction of the operations of BS focusing on achievement of the results
Full compliance with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results, instruct and support all staff involved, including the district teams
UNDP-CHTDF business processes mapping and establishment of internal Standard Operation Procedures (SOPs)
Constant monitoring and analysis of the operating environment, timely readjustment of the BS operations, advice on legal considerations and risk assessment
Knowledge building and sharing with regards to management and operations in the BS, organization of the operations staff training, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice
Proactive in insuring gender equality in the work place

Financial Management:

Ensure that all payments made by CHTDF are resulting from processes that are in line with UNDP rules and regulations
Review and record financial obligations and payments; review monthly accounts/financial statements; analyze and monitor status of obligations and expenditures
Provide advice to the Planning and monitoring unit in project budget preparation, preparation of AWPs, budget revisions, and all the ATLAS functions
Ensure accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained.
Ensure that payment vouchers related to CHTDF are created in ATLAS properly and send to the CO to capture in the pay cycle. Assists the CHTDF Director in reviewing vouchers before approval.
Regular review of the field level expenditure reports and expenditure reports from partners, ensuring that expenditures are legitimate and accurate,
Oversee the operations of the UNDP bank accounts of CHTDF and sign off the bank reconciliation statements.
Ensure that all the errors in the ATLAS vouchers are rectified on time and make sure that there are no transactions from CHTDF which will have a negative impact on the CO finance dashboard.
Advise CHTDF management and the CO management operational aspects of the CHTDF project

HR Management:

Oversee field level human resources management and supervise the work of HR Staff and focusing on achievement of the following results,
Coordinate development of HR plans
Manage and take accountability for all the recruitment processes in CHTDF including job descriptions, job classification, vacancy announcement, screening of candidates, chairing interview panels, making recommendations on recruitment, contract issuance, while complying to corporate HR policies and procedures
Issue and management of all the HR contracts of CHTDF, management of entitlements, attendance management etc
Implementation of the strategic approach to recruitment in the CHTDF, proper use of contractual modalities, performance evaluation.
Organization of trainings for operations/ programme staff on HR issues.
Ensure that a learning culture is created in the CHTDF project. for operational and processing issues
Oversight performance management systems and maintenance of HR filing system and personnel files.
Advise the CHTDF senior management on all aspects of HR

Procurement and Assets Management:

Carryout and manage all the procurement processes of the CHTDF project and assume full accountability for all procurement processes.
Ensure efficient procurement and logistical services management and supervision of the procurement team.
Responsible for the overall capacity building of the procurement staff of CHTDF on ATLAS and make sure to guide them to get them certified in UNDP procurement.
Oversee the creation of purchase orders in ATLAS by CHTDF buyers and provide necessary guidance to all the buyers
Ensure efficient local procurement and supervision of the Procurement staff Management of local procurement process including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, and performance measurement
Responsible for the high quality submissions of CHTDF related document to the CAPC and RACP and ACP
Overall management of CHTDF field assets, facilities and logistical services
Ensure that proper systems are in place to track the movements of the CHTDF assets which are located in different CHTDF offices in the CHT and Dhaka
Ensure that the Asset register is kept up to date whenever assets are procured and the asset custodian forms are updated regularly
Conduct periodic asset verifications and take necessary actions as per UNDP rules
Conduct audits/assessments on the conditions of all the assets and take necessary actions on disposal as per UNDP rules

General Administration, and ICT:

Analyze the office space requirements, oversee the preparation of layout plans in all the offices of CHTDF and make decisions on the office space requirements.
Ensure proper processes are carried out to sign lease agreements for buildings and management of the lease agreements of all the 20 offices in CHTDF
Ensure that the vehicle fleet of CHTDF (motor vehicles, Boats, and motor cycles) are managed efficiently and effectively to support implementation.
Responsible for the establishment and maintenance of proper systems to arrange air tickets for travel and payment of DSAs
Ensure proper data security policies, ICT policies and all security measures are in place to manage all the ICT equipment
Analyze the ICT needs of all the offices in CHTDF and make decisions for required ICT needs.
Ensure that all the ICT equipment are covered through service agreements etc and properly maintained.

Measurable Outputs and Performance Indicators:

Timely delivery of services to internal and external clients
All operational procedures, processes and activities are conform UN/UNDP rules, regulations and policies
Value for money in procurement of goods and services
All operations staff and other relevant colleagues are informed and following rules and standards governing HR, procurement and finance.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards
Promotes the vision, mission, and strategic goals of UNDP
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Treats all people fairly without favoritism

Functional Competencies:
Knowledge Management and Learning-

Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness-

Ability to lead strategic planning, results-based management and reporting
Solid knowledge in human resources management, procurement of goods and services and financial management.
Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change and delivery of BSC outputs

Management and Leadership-

Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Demonstrates good oral and written communication skills
Demonstrates openness to change and ability to manage complexities
Leads clusters effectively and shows mentoring as well as conflict resolution skills

Required Skills and Experience

Education:

Master’s Degree either in Business Administration, Public Administration or relevant field in Operations Management

Experience:

7 years of relevant experience in operations (particularly in HR, Procurement and Finance). Proven experience 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, with particular emphasis on handling web based systems.
Experience in operations from UNDP country office/large scale projects and knowledge and use of ATLAS is an added advantage.

Language Requirements:

Excellent command of English and Bangla
Demonstrated writing skills and ability to produce high quality reports in English
Some working knowledge in any of the CHT languages or Chittagonian dialect is desirable.