Antecedentes

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Democratic Governance, Regional Development and Poverty Reduction, Conflict Prevention and Recovery, and Environment and Climate Change. Besides the four priority areas, UNDP Indonesia is also engaged in crosscutting initiatives such as HIV/AIDS and gender equality.

I. Organizational Context

Within the authorities delegated to the UNDP Papua office, and working in close collaboration with the Programme Coordinator for Papua, the Operations Manager ensures efficient running of all office functions. This includes strategic financial and human resources management, efficient procurement and logistical services and common services consistent with UNDP rules and regulations. The Operations Manager lead and guides the Operation Assistant, Assistant Operation Manager, Finance Associate and Finance Assistant and works in close collaboration with other staff members in the UNDP Papua office and counterparts in UNDP-Jakarta to successfully deliver operations services. This is a key position, integral to the effective implementation of a major new programme of cooperation between the Government of Indonesia, UNDP and other development partners.
  • Test and demonstrate delivery of appropriate livelihood, health and education services in rural areas;
  • Test and demonstrate CSO and government partnerships in piloting appropriate livelihood, health and education services in rural areas;
  • Develop capacities for appropriate  ‘pendampingan teknis’ amongst District level practitioners; and
  • Establish a knowledge base of ‘what works where in Papua’ amongst practitioners and District (Kabupaten) and Sub-district (Kecamatan) Dinas personnel.
II. Functions / Key Results Expected

Summary of Key Functions:
  • The Operations Manager ensures compliance of operations with UN / UNDP rules, regulations, policies and strategies and implementation of effective internal control mechanism
  • The Operations Manager ensures effective and accurate financial resources management and supervision of the Finance Assistant Provide strategic policy advices to government counterparts for gender mainstreaming.
  • The Operations Manager ensures strategic human resources management and supervision of finance and admin staff
  • The Operations Manager ensures provision of efficient procurement and logistic services and supervision of Operations Assistant
1.    The Operations Manager ensures compliance of operations with UN / UNDP rules, regulations, policies and strategies and implementation of effective internal control mechanism, focusing on the following Key Functions:
  • Financial resources management and supervision of Finance Assistant.
  • Human resources management, and
  • Efficient procurement and logistical services and supervision of the Operations Assistant.
2.    The Operations Manager ensures effective and accurate financial resources management and supervision of the Finance Assistant, focusing on the following results:
  • Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
  • Organization and oversight of cash management processes, including liquidity management, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions.
  •  Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to the Programme Coordinator and counterparts in UNDP Jakarta of the results of the investigation when satisfactory answers are not obtained.
3.    The Operations Manager ensures strategic human resources management focusing on achievement of the following results:
  • Compliance with corporate human resources policies and strategies.
  • Optimal staffing of the UNDP Papua office and projects.
  • Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management,
  • Establishment and maintenance of the proper performance management and staff development systems.
4.    The Operations Manager ensures provision of efficient procurement and logistic services and supervision of Operations Assistant focusing on achievement of the following results:

  • Prepare and manage procurement plans for the UNDP Papua office;
  • Organize procurement processes including preparation of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
  • When required, prepare submissions to the Contract, Asset and Procurement Committee (CAPC) in Jakarta;
  • Prepare reports on procurement;
  • Prepare cost-recovery bills for the procurement services provided by UNDP to other Agencies in Papua;
  • Ensure development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
  • Prepare inventory reports as per standard format and ensure physical verification control in the office and projects.
  • Ensure logistical services (travel, transport, hotel and workshop facilities) and Advise the Programme Coordinator on the status of operational support and services to the office (logistics, human resources, finance)
III. Impact of Results

The key results have an impact on the efficiency and effectiveness of UNDP Papua office operations and the implementation of the Papua Development Programme as it relates to financial services, human resources and procurement and logistics ensures client satisfaction and overall timely delivery of UNDP programmes and projects. Maintaining a professional working support team and environment for the Papua Development Programme will impact on the image and reputation of the UNDP amongst partners and other stakeholders in Papua.

Deberes y responsabilidades

II. Functions / Key Results Expected

Summary of Key Functions:
  • The Operations Manager ensures compliance of operations with UN / UNDP rules, regulations, policies and strategies and implementation of effective internal control mechanism
  • The Operations Manager ensures effective and accurate financial resources management and supervision of the Finance Assistant Provide strategic policy advices to government counterparts for gender mainstreaming.
  • The Operations Manager ensures strategic human resources management and supervision of finance and admin staff
  • The Operations Manager ensures provision of efficient procurement and logistic services and supervision of Operations Assistant
1.    The Operations Manager ensures compliance of operations with UN / UNDP rules, regulations, policies and strategies and implementation of effective internal control mechanism, focusing on the following Key Functions:
  • Financial resources management and supervision of Finance Assistant.
  • Human resources management, and
  • Efficient procurement and logistical services and supervision of the Operations Assistant.
2.    The Operations Manager ensures effective and accurate financial resources management and supervision of the Finance Assistant, focusing on the following results:
  • Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
  • Organization and oversight of cash management processes, including liquidity management, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions.
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to the Programme Coordinator and counterparts in UNDP Jakarta of the results of the investigation when satisfactory answers are not obtained.
3.    The Operations Manager ensures strategic human resources management focusing on achievement of the following results:
  • Compliance with corporate human resources policies and strategies.
  • Optimal staffing of the UNDP Papua office and projects.
  • Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management,
  • Establishment and maintenance of the proper performance management and staff development systems.
4.    The Operations Manager ensures provision of efficient procurement and logistic services and supervision of Operations Assistant focusing on achievement of the following results:
  • Prepare and manage procurement plans for the UNDP Papua office;
  • Organize procurement processes including preparation of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
  • When required, prepare submissions to the Contract, Asset and Procurement Committee (CAPC) in Jakarta;
  • Prepare reports on procurement;
  • Prepare cost-recovery bills for the procurement services provided by UNDP to other Agencies in Papua;
  • Ensure development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
  • Ensure logistical services (travel, transport, hotel and workshop facilities) and Advise the Programme Coordinator on the status of operational support and services to the office (logistics, human resources, finance)
III. Impact of Results

The key results have an impact on the efficiency and effectiveness of UNDP Papua office operations and the implementation of the Papua Development Programme as it relates to financial services, human resources and procurement and logistics ensures client satisfaction and overall timely delivery of UNDP programmes and projects. Maintaining a professional working support team and environment for the Papua Development Programme will impact on the image and reputation of the UNDP amongst partners and other stakeholders in Papua.

Competencias

IV. Competencies

Corporate Competencies:
  • 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 favouritism
Functional Competencies:

Knowledge Management and Learning
  • Shares knowledge and experience.
  • Encourages office staff to share knowledge and contribute to UNDP Practice Areas.
  • 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 perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets.
  • Sound knowledge of financial rules and regulations.
  • Ability to provide input to business processes re-engineering, implementation of new system.
Management and Leadership
  • Focuses on result for the client, and views internal personnel as a client in day to day work.
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Remains calm, in control and good humored even under pressure.
  • Demonstrates openness to change.
  • Responds positively to feedback and differing points of view.
  • Is able to effectively direct and support other personnel under their supervision.
  • Ability to facilitate resolution of conflicts within a multi-disciplinary and multi-cultural team.

Habilidades y experiencia requeridas

V. Recruitment Qualifications

Education:   

  • Masters or Bachelor Degree in Business or Public Administration or related fields
Experience:   
  • Minimum 7 (seven) years for Bachelors degree and 3 years for Masters degree with in administrative experience is required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), knowledge of automated procurement systems, experience in handling of web-based management systems.
  • Familiarity with UN systems is an advantage.
  • Knowledge of development programming and the Papuan context is preferable
Language Requirements:   
  • Fluency in both written and spoken English




ALL APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11


Female candidates are encouraged to apply

UNDP Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements.