Background

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We, the UNDP Country Office (CO), aim to be a bridge between Indonesia and all donors as well as maintaining our status as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development

I. Organizational Context

Under the guidance and supervision of the National Project Manager, the Operations Manager (OM) acts as an advisor on all aspects of strategic management and operations in the project office. The OM will be responsible for ensuring provision of the Support to the Indonesia REDD+ Task Force Project inputs to the Task Force as identified to meet the operational needs of the project; allocating the necessary resources as well as dealing with the day-to-day operational management on the project. Throughout the duration of the project, the operation manager will also liaise closely with the Task Force to support the optimal allocation of resources based on identified priorities.

More specifically, the OM is responsible for financial and human resources management, provision of efficient procurement and logistical services, ICT and other administrative services. He/she ensures consistent services delivery of the project management team in an expedient and timely manner and with the highest integrity in line with UNDP’s fast track procedures. The incumbent implements policies and methods to maximize the project office performance in operations, demonstrating capacity for innovation and creativity and providing advice to the project management on readjustment of the operations to take into account changes in the operating environment as and when needed.

The OM leads and guides the Operations Team and fosters collaboration within the team consistent with the prevailing rules and a client-oriented approach. The OM works in close collaboration with project teams and Government officials as well as UNDP team to successfully deliver quality operations support services.

II. Summary of Key Functions:

• Ensuring the strategic direction and the superior and swift delivery of services of the project office operations aligned with and the prevailing corporate Operations policy;
• Financial Resources Management, Human Resources Management, provision of Procurement and logistical services and supervision of all Operations and IT staff in the project office
• Compliance with staff safety security management.
  

Duties and Responsibilities

III. Functions / Key Results Expected

As a member of the project office management team, ensures the strategic direction of operations focusing on efficient and expeditious achievement of the following results:

• Ensures full compliance of operations with the corporate prevailing rules (including UNDP’s fast track procedures), regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
• Successfully manages project operational support by provision of advice on strategies, policies and plans affecting project’s operations based on efficient business principles.
• Establishes collaborative arrangements with potential partners for resources mobilization purposes and appropriate operational partnership arrangements.
• Under the guidance of the National Project Manager (NPM), responsible for project office business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services and Results Management.
• Sets and monitors targets for operational efficiency and ensures the 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 in the project office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice. Proper allocation of resources as well as the day-to-day management based on identified priorities.

Ensures effective, efficient and accurate Financial Resources Management, strategic Human Resources management, efficient Procurement and Logistical services management focusing on achievement with the highest integrity of the following results:

Financial Management

• Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations;
• Performance of approving manager Level 2 (as delegated) in ATLAS for financial transactions approvals (vouchers, Purchase Orders).
• Proper management of the contributions, management of business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation;
• Organization and oversight of project office cash management processes, including liquidity management, risk assessment, timely accounting and reconciliation of all transactions, security for cash assets on site;
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors of the results of the investigation when satisfactory answers are not obtained;
• Ensures the financial integrity of the project office through appropriate controls and reporting structures; manages the  project related audit exercise; follow up on necessary training and orientation;
• All financial transactions are identified, recorded and verified in compliance with the corporate policies and procedures;

Human Resources Management

• Project office compliance with corporate human resources policies and strategies;
• Ensures optimal staffing of the projects;
• Oversight of recruitment processes in accordance with the prevailing rules and regulations, appropriate use of different contractual modalities, contract management in coordination with HR unit of UNDP office. Ensures maintenance of the proper performance management for project personnel
• Reviews training needs for project office personnel, develops a training plan and makes recommendations to NPM for its implementation taking into consideration resources available;

Procurement and Logistical Services

• Project office compliance with corporate rules and regulations in the field and management of the project office procurement strategies, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Management of the project office contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with prevailing rules and regulations, OM perform as approving manager level 2 (as delegated) in Atlas for Purchase orders
• Manage the provision of support services, including travel and logistics, visas and office premises for the project office in coordination with UNDP office.
• Supervision of vehicle fleet management for project office ;
• Management of project assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the project assets;

Ensures forward-looking information and communication management and supervision of 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;
• Identify office technology needs and oversee maintenance of equipment, software and systems;
• Ensures safe working conditions through adherence to UNDP security management and focusing on the following results
• Works closely with Country Office UNDP and UNDSS to ensure safety and security of project office  staff and premises, in particular, supports the implementation of UNDP MOSS compliance;
• Administers the staff security arrangements and provisions;

III. Impact of Results

The key results have an impact on the overall economy, efficiency, and effectiveness of  the project office operations as it relates to the use of corporate resources in the following areas:

• Financial services
• Human Resources
• Procurement and logistical services
• ICT
• Security
  

Competencies

IV. Competencies

 Core Competencies:

Corporate Competencies:

• Demonstrates high integrity by modeling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of UNDP as well as the Support to the Indonesia REDD+ Task Force Project
• 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 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 project
• 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 (i.e. the REDD+ Task Force) 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

Required Skills and Experience

V. Recruitment Qualifications

Education:

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

Experience:

• 2 years of relevant experience at the national or international level in providing management advisory services; managing staff; running successfully operational systems; and establishing inter-relationships among international organization and national governments. Experience in a highly complex and dynamic environment (e.g. disaster management) extremely preferred.
• Very good knowledge and experience in the usage of computers and MS Office software packages especially Excel.  Experience in handling of web based management systems and ERP systems are preferred.
• Experience of accrual accounting, IPSAS or IFRS is desirable. 

Language requirements: 

• Fluency in written and spoken English is a must.

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.