UNDP Jobs - 13623- Operations Manager

Operations Manager

Location :

Moroni, COMOROS

Type of Contract :

FTA International

Starting Date :

01-Mar-2010

Application Deadline :

18-Dec-09 (Midnight New York, USA)

Post Level :

P-4

Duration of Initial Contract :

1 year

Languages Required :

English French

Expected Duration of Assignment :

2 years

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

2009 has marked a turning point for Comoros’ development agenda. The UNCT (four resident, and 16 non-resident) and the Government of the Union of the Comoros jointly agreed to pursue the Delivering as One initiative. Likewise, a roadmap was agreed upon for agencies to adopt One Programme, aligned to the national poverty reduction strategy which has just been finalised. In addition, programmes around the Peace Building Fund (PBF) are now being implemented in response to the United Nations Secretary General declaring the Comoros as eligible for Window II of the Peace Building Fund in 2008. Recently The UN in Comoros has been approved as a Delivering as One (DaO) Office self-starter by UNDOCO.

To follow up on decisions made during the 2009 Expanded UNCT Comoros Retreats, which dealt with both the Delivering as One initiative and PBF implementation, it has been decided to set up a UN Service Centre that will include all the Operations team of the UN Agencies. This Service Centre will handle all operational activities of both the resident and the non-resident Agencies not only for the joint programmes but also for Agencies’ individual programmes. This Service Centre will provide effective support to the programme of all Agencies and will be led by a Service Centre Manager. The latter will have a strong leadership role into ensuring effective operational support to the programme and will be accountable directly to the Resident Coordinator. S/he will directly supervise one international UNV for procurement, one programme management support analyst as well as one common services assistant. S/he will provide matrix supervision and leadership to 2 international operations managers and 2 national administrative specialists.

Under the guidance and supervision of the Resident Coordinator, the UN Service Centre Manager acts as an advisor to UNDP and UNCT Senior Management on all aspects of UN Office Management and Operations. The UN Service Centre Manager is responsible for strategic common services, financial and administrative management, HR support, IT support, efficient procurement and logistical services in support of joint programme and consistency with UNDP rules and regulations. The UN Service Centre Manager ensures consistent service delivery to UNCT programmes and projects and UN common services. The incumbent sets policies and methods to maximize the CO performance in operations, demonstrating capacity for innovation and creativity and providing advice to UNCT Senior Management on readjustment of the operations to take into account changes in the operating environment as and when needed.

The UN Service Centre Manager leads and guides the Operations Team of all the resident Agencies and fosters collaboration within the team and with all UN Agencies consistent with rules and a client-oriented approach. The UN Service Centre Manager works in close collaboration with programme and project teams in the CO, operations staff in all UN Agencies, staff as well as development partners, Government officials and other national counterparts to successfully deliver operations services for the One UN Programme.

Duties and Responsibilities

Summary of Key Functions:

Ensuring strategic direction of operations of the UN Agencies in the Comoros in support of the One UN Initiative and the delivery of programmes;
Financial resources management of the UN Agencies’ programme;
Efficient procurement and logistical services for the UN Agencies;
Supervision of HR services to the UN Agencies;
Supervision of IT services to the UN programme;
Common services organization and management.

As a member of the Coordination team, ensures the strategic direction of operations of the UN Country Programmes focusing on achievement of the following results:focusing on achievement of the following results:

Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring achievement of results;
Provision of advice on strategies, policies and plans affecting joint programme operations, delivery of practice advisory, knowledge and learning services;
Setting up of an efficient administrative and financial management system for the PBF;
Developing appropriate tools for management and supervision of joint projects;
Establishment of collaborative arrangements with existing and potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements;
Business processes mapping for the DaO Initiative, and establishment of internal Standard Operating Procedures in Finance, Procurement and Results Management;
Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment;
Knowledge building and sharing with regards to management and operations for the joint programme, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UN knowledge networks and communities of practice.

Ensures effective and accurate financial resources management of the UN programmes focusing on achievement of the following results:

Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations, performing the function of Manager Level 2 in Atlas for vouchers and replenishments approval, deals management and bank reconciliations. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations;
Management of cost-recovery system. Accurate planning, forecasting and reporting of extra-budgetary income;
Routinely monitors financial exception reports of programmes for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisor and other staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.

Ensures efficient procurement and logistical services management focusing on achievement of the following results:

CO compliance with corporate rules and regulations in the field and management of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
Management of UN Agencies’ contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, acting as Manager Level 3 in Atlas for Purchase orders approvals;
Proper management of UN programme assets, facilities and logistical services.

Ensures strategic human resources management and matrix supervision of the UN HR team focusing on achievement of the following results:

CO compliance with corporate human resources policies and strategies;
Optimal staffing of the office and projects;
Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development.

Ensures forward-looking information and communication management and matrix supervision of UN ICT team focusing on achievement of the following results:

Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries;
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;
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.

Ensures proper common services organization and managementfocusing 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;
Establishment of new common services in line with the UN Reform;
Strategic management of common services ensuring adequate evaluation, reporting and monitoring;
Supervision of Procurement UNV, Common Services Assistant and Programme Support Analyst;
Matrix supervision of 4 Operations staff: 2 international operations manager and 2 national administrative specialists;
Training of program management personnel;
Facilitating operational participation of non-resident agencies in joint programs;
Improvement of efficiency and quality of program management and supervision.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UN;
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 the UN 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;
Ability to lead formulation and monitoring of management projects;
Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration;
Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change.

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 teams effectively and shows mentoring as well as conflict resolution skills;
Demonstrates strong oral and written communication skills;
Remains calm, in control and good humored even under pressure;
UNDP/UN Certification programmes.

Required Skills and Experience

Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Experience:

7 years of relevant experience at the national and international level 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, experience in handling of web based management systems. Knowledge of Atlas and/or other UN ERP a plus.

Language requirements:

Fluency in French and English.