UNDP Jobs - 34749- Operations Manager (Global Fund for Aids,Tuberculo

Operations Manager (Global Fund for Aids,Tuberculosis and Malaria - GFATM)

Location :

N'Djamena, CHAD

Type of Contract :

FTA International

Starting Date :

01-Feb-2013

Application Deadline :

10-Jan-13 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

1 year

Languages Required :

English French

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 to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM).
Through its partnership with the Global Fund to Fight AIDS, Malaria and Tuberculosis (Global Fund), UNDP provides financial and programmatic oversight for Global Fund grants in circumstances where no suitable national Principal Recipient (PRs) exists. UNDP supports countries’ efforts to improve management, implementation and oversight of Global Fund grants while strengthening financial and procurement capacities of national Principal Recipients and Sub-Recipients. As Principal Recipient in 26 countries, UNDP is currently managing 63 grants totaling US$ 886 million for a two-year period and over US$1.4 billion during the grants’ lifetimes (up to five years).

In Chad, UNDP took the role of PR since the implementation of R7 Malaria and subsequently for R9 Malaria. Currently, UNDP Chad is implementing a single stream of funds grant (consolidating R7 and R9), accounting for USD 16 million. The grant is expected to end by 31st December 2014. In addition, UNDP Chad has been appointed by the local CCM, Haut Conseil National de Coordination, for the further implementation of Transitional Funding Mechanism, accounting for USD 20 million for a period of two years.

Since the inception of GFATM grants in STP, UNDP established a Project Implementation Unit to manage the Malaria Grants in Chad. The Unit is composed by a Project Coordinator who oversees the implementation of the grants, assisted by three Units: 1. Procurement; 2.Finance and M&E. In this framework, UNDP plans to strengthen its Procurement and Finance unit, by recruiting an Operation Manager for the GFATM grants.

Under the overall guidance of the Global Fund Project Coordinator, and in coordination with the operation unit of the Country Office, the Operation Manager oversees the effective and strategic functioning of the Project Implementation Unit within the project management unit for the provision of integrated development support services to the GFATM Project in the areas of Procurement and Finance. He/she has supervisory responsabilities for the GF Finance Team. The Operations Manager promotes a collaborative, client-focused, quality and results-oriented approach in the team while fostering collaboration within the team.

Duties and Responsibilities

Summary of key functions :

Ensuring provision of strategic operational advice and support to the PMU
Managing financial resources and supervising the finance team
Managing the procurement and logistical services and supervising the procurement team
Managing the general services (drivers, guards, cleaning services) as well as the assets of the PMU (premises, furnitures, it equipment, vehicles)

Ensures provision of strategic operational advice and support to the PMU focusing on achievement of the following results:

Reviews and advises the GFATM Project Coordinator and staff members of the PMU on UNDP 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 GFATM programme operational systems in the areas of Procurement, Financial and Human Resource Management.
Enforces internal administrative/operational rules and procedures for programme implementation.
Introduce and reinforce 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.
Train all PMU staff on the different Atlas modules (project management, Finance, Procurement and Assets Management)
Ensure that all PMU staff complete IPSAS training

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.
Supervises the finance staff
Organizes the workflow of the finance team, to ensure tha the highest standards are in place, in compliance with UNDP’s internal control framework and Global Fund timeframe
Performs the function of Manager Level 2 in ATLAS.
Supervises and manages the finance team, including, reconciliation of expenditures, Verification of Sub recipient financial reporting, preparation of quaterly financial reports to the global fund
Supervises the preparation of budgets and its modifications
Supervise the GFATM PMU’s administrative budget and advises the GFATM Project Coordinator on the planning of the financial resources; makes constant analysis of GFATM PMU’s administrative budget, expenditures and commitments; and makes the necessary re-allocations.
Establish a Capacity Building Plan for SR on project, finance and procurement management in accordance with the procedures established by UNDP PIU and in line with GFATM guidelines; Supervise the implementation of the Capacity Building Plan that will be implemented by the corresponding staff in each unit;

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

Supervise the preparation and updates the Procurement and Supply Management Plan and looks after its implementation
Supervises the procurement and PSM staff
Coordinates the procurement of goods and services for GFATM Project, reviews and ensures proper procurement processes, certifies procurement/contractual reports.
Oversees the PSM support provided to the GFATM Project
Prepares and updates rosters of consultants/vendors
Supervises updates of the inventory, stocks of UNDP property for certification
Supervises the reporting on procurement due to the Global Fund
Supervise the establishment of SR agreements and workplan in accordance with UNDP guidelines;
Monitor the implementation of SR agreement, e.g. implementation of CP, reporting deadlines, non cash asset management, risk matrix;

Ensures efficient Management of general services and of UNDP’s assets focusing on achievement of the following results:

The premises and assets of UNDP are kept in good conditions, allowing for a maximum performance of the PMU
The vehicles are kept in good conditions
The drivers are delivering a timely service, exclusively for the PMU needs
If case of necessity, new premises are identified and equipped, to allow for optimal accomodation for the PMU staff
Ensure monitoring of SR assets purchased by UNDP;

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
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

Required Skills and Experience

Education

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

Experience

Minimum of 5 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.
Solid experience in the management of people and systems in high-pressure environments.
Strong IT skills and knowledge of web-based management systems.
Experience of UNDP procurement policies and procedures highly desirable.
Use of Atlas required

Language Requirements

Fluency in French and English with good verbal and written skills.