UNDP Jobs - 55207- Operations Manager

Operations Manager

Location :

Harare, ZIMBABWE

Type of Contract :

FTA International

Starting Date :

01-Jun-2015

Application Deadline :

19-Apr-15 (Midnight New York, USA)

Post Level :

P-4

Duration of Initial Contract :

12 months

Languages Required :

English

Expected Duration of Assignment :

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

UNDP is a key partner to the Global Fund (GF) and is the UN agency assuming the role of Principal Recipient for the New Funding Model (NFM) HIV grant in Zimbabwe. In January 2015, UNDP also assumed a new role in providing support services for the NFM TB and Malaria grants managed by the Ministry of Health and Child Care (MoHCC) as Principal Recipient (PR). In its role as Principal Recipient for the NFM HIV grant and the new role of providing support service for the NFM TB and Malaria grants, UNDP ensures quality financial management, timely procurement of supplies, and efficient monitoring and service delivery.

UNDP‘s management and oversight role includes implementing grants, ensuring financial accountability, and training of national and international counterparts on programme management and financial accountability as well as closing and handing over grants to national PR’s. Operations management represents a major part of the GF Programme both in providing strategic advisory support to the Programme Management Unit (PMU) and also to the implementing partners.

Under the overall guidance of the Deputy Country Director (Operations) and direct supervision of the GF Project Coordinator, the Operations Manager oversees the effective and strategic functioning of the Operations Unit for provision of integrated development support services to the GF Project in the areas of Procurement, Financial and Human Resource Management. Under the new role, the Operations Manager shall lead the financial management oversight activities agreed with the Global Fund and also collaborate closely with the MoHCC in overseeing local procurement of health and non-health commodities done by the MoHCC as PR of the NFM TB and Malaria grants. S/he will also provide overall support the UNDP PMU in the implementation of the Capacity Building project. The Operations Manager ensures quality goods and services delivery and adherence to the UNDP and Global Fund policies, procedures and guidelines.

The Operations Manager promotes a collaborative, client-focused, quality and results-oriented approach in the team while fostering collaboration within the team. The Operations Manager will work closely with Country office team and management, other UN Agencies, UNDP HQs staff, MoHCC and other Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society.

Duties and Responsibilities

Ensures provision of strategic policy direction and support to the PMU focusing on achievement of the following results:

Reviews and advises the GF Project Coordinator and the PMU team on the UNDP and GF Rules, Regulations and policies. Implements corporate operational strategies introducing best practices, lessons learnt and knowledge management initiative;
Participates in decision making on plans and policies affecting GF programme operational systems in the areas of Procurement, Administration, Financial and Human Resource Management;
Enforces internal administrative/operational rules and procedures for programme implementation;
Support and monitor the implementation CD plan activities of the GF programs;
Ensure that the results and challenges of these programs are documented;
Introduces and reinforces internal control procedures in line with UNDP Internal Control Framework and accountabilities and responsibilities;
Analyses need for and evaluate cost effectiveness of operational alternatives; recommends contracting modalities for administrative services and outsourcing interventions, monitors service delivery of outsourced areas;
Ensures that all contracts are in accordance with corporate legal requirements and ensures provision of adequate legal services, if required.

Ensures effective and accurate financial resources management and supervision of the Finance Team focusing on achievement of the following results:

Oversees financial management system. Provides advice to ensure adequate capacity and competencies for integrated financial management;
Prepares the GF PMU’s administrative budget and advises the GF Project Coordinator on the planning of the financial resources; makes constant analysis of GF PMU’s administrative budget, expenditures and commitments; and makes the necessary re-allocations. Performs the function of Manager Level 2 in ATLAS approvals;
Supervises and manages the Finance Team, including, all the payments made on behalf of GF Project, reconciliation of expenditures and payments;
Oversees and supervises handling of the GF Project’s bank accounts;
Liaises with the bank authorities related to banking procedures and provision of services; ensures timely replenishments and funds availability;
Oversees financial reporting system for GF Project and other programmes allocated, ensuring that reports are prepared in a timely manner.

Ensures strategic human resources management focusing on achievement of the following results:

Promotes, implements and monitors GF Project programmes compliance with UNDP HR Rules, Regulations and Policies;
Oversees and supervises recruitment processes to ensure implementation of HR policies; ensures timely renewal of contracts; reviews and certifies HR reporting data; reviews and certifies salary calculation for national and international staff in GF PMU.

Ensures efficient Procurement and Supply Management (PSM) operations, logistical services and management and supervision of the PSM Team focusing on achievement of the following results:

Coordinates and certifies procurement of goods and services for GF Project, reviews and ensures proper procurement processes, certifies procurement/contractual reports;
Oversees the PSM support provided to the GF Project;
Supervises the preparation and updates for rosters of consultants/vendors;
Supervises updates of the inventory of UNDP assets/property;
Represent UNDP in PSM partner forums related to health programme activities.

Ensures optimal capacity building and knowledge sharing to the MoHCC PCU focusing on achievement of the following results:

Oversee the financial verification exercise conducted by UNDP in its support services of NFM TB and Malaria grants on the programme activities;
Oversee the preparations of quarterly verification reports to the Global Fund on the financial activities of MoHCC as PR of the NFM TB and Malaria grants;
Oversee the periodic verification exercise on local procurement of non-health commodities and procurement of health commodities done by MoHCC as PR of the NFM TB and Malaria grants;
Oversee the preparations of periodic verification reports to the Global Fund and the MoHCC on local procurement of non-health commodities and procurement of health done by MoHCC as PR of the NFM TB and Malaria grants;
Leads the PSM team in the establishment of tools and processes with and for use by the MoHCC;
Share procurement and financial management best practices on Global Fund grant management with MoHCC as PR of NFM TB and Malaria and other partners;
Support the PMU in the implementation of the Capacity Building project.

Competencies

Functional Competencies:

Building Partnerships:

Effectively networks with partners seizing opportunities to build alliances;
Identifies needs and interventions for capacity building of counterparts, clients and potential partners;
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.

Promoting Organizational Learning and Knowledge Sharing:

Makes the case for innovative ideas documenting successes and building them into the design of new approaches;
Develops and/or participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise:

Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration);
Continues to seek 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;
Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments.

Promoting Organizational Change and Development:

Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Design And Implementation of Management Systems:

Carries out research into existing systems to identify best practice and make recommendations to management on applicability to UNDP;
Identifies and recommends remedial measures to address problems in systems design or implementation.

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.

Promoting Accountability and Results-Based Management:

Provides inputs to the development of organizational standards for accountability and results-based management.

Core Competencies:

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, Economics, Public Administration, Finance or related field.

Experience:

Minimum of 7 years professional experience, which includes at least 3 years of international experience in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments in developing countries;
Strong IT skills and knowledge of web-based management systems required;
Experience in operations management of large and complex donor programmes is desirable;
Experience in managing and supporting GF programs is a strong asset;
Solid experience in the management of people and systems in high-pressure environments;
Experience of UN or UNDP procurement policies and procedures highly desirable.

Language:

Fluency in English with strong verbal and written skills.