UNDP Jobs - 57813- Re-advertisement - Operations Advisor (Emergency C

Re-advertisement - Operations Advisor (Emergency Community Developpement Programme)

Location :

Dakar, SENEGAL

Type of Contract :

FTA International

Starting Date :

Application Deadline :

29-Feb-16 (Midnight New York, USA)

Post Level :

P-5

Duration of Initial Contract :

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 Senegal Country Office has recently received a request from the Government for UNDP to implement under Direct Execution Modality, an Emergency Community Development Programme (PUDC) which will cover most of the regions in the country. In its new Plan Senegal Emergent (PSE), the Government of Senegal has spelled out its strategy for an accelerated economic growth by 2035 and this project fits into this strategy.
The overall objective of the project is to transform the living conditions of the people and fight against social inequalities. The project has four key components:

Improve access of the population to basic socio-economic infrastructure and production equipment. This covers the rehabilitation and the construction of feeder roads; the provision of village/rural water supply (drilling of boreholes, overhead water tanks etc.); rural electrification and the provision of agricultural production equipment;

Enhance the productivity of the rural communities through improved agricultural production and processing system and access to credit;
Strengthen the capacity of professional groups and local actors in rural entrepreneurship, leadership and project management;
Put in place a GIS system for monitoring to strengthen the national system of monitoring and evaluation development programmes and projects.
In lieu of the complexity of the PUDC that will require managing large funding, procurement and recruitments over the next two (02) years, UNDP has therefore decided to recruit an international Operations Manager directly reporting to the Country Director.

Duties and Responsibilities

Under the overall guidance of the Resident Representative (RR) and the direct supervisions of the Country Director (CD) in coordination with the Chief Technical Advisor (CTA) of the PUDC, the Operations Manager acts as a strategic advisor on all operational aspects of the programme/project. S/he is responsible an effective and efficient implementation of financial, human resources, procurement, logistics, asset management and ICT for the PUDC, and in consistency with UNDP rules and regulations. S/he ensures optimal service delivery of the PUDC, through active interaction with the main stakeholders (CO, HQ, government, NGOs, CSOs etc.) is put in place in to facilitate smooth delivery of the project’s work plan

Under delegated authority from the CD and in direct consultation with RR and project coordinator, the Operations Manager provides strategic direction of the PUDC with the following expected results:

Advises senior management on operational issues affecting PUCD programme delivery and overall operations;
Identifies approaches and modalities to achieve management targets and increased cost-effectiveness;
Promotes knowledge management to ensure access to best available expertise and lead the implementation of systems facilitating organizational learning.

Under delegated authority from CD and in direct consultation with RR and project coordinator, the Operations Manager, is responsible for the day-to-day management of PUDC operations:

Management and implementation of RBM Tools: The Operations Manager is responsible to establish and oversee the implementation of RBM tools for the PUDC and operational effectiveness and receives support from the CD and the Deputy Country Director-O (DCD/O) for programme effectiveness. Operations Manager provides support and advise to the RR , CD and Project Coordinator in the design of unit work plans and alignment of these plans with Country Programme Resources and Results Matrix;
General administration of the project: the Operations Manager manages the travel, logistics and premises of the PUDC in direct consultation with DCD/O and project coordinator; establishment of management scorecard targets (relating to the programme), work plans and monitors achievement of results;
Financial management: the Operations Manager has senior manager rights in Atlas and ensures the integrity of financial systems, review of budget requirements and the consistent application or rules and regulations;
Human Resources management: in consultation with the Country Director, DCD/O and project coordinator, the Operations Manager is responsible for the design and implementation of effective people management systems for overall recruitment and performance in the programme/project. Operations Manager supervises operations staff of the programme/project and aims to motivate and promote organizational excellence;
Asset and Inventory Management: In direct consultation with the DCD/O, the Operations Manager ensures full compliance of asset and inventory management of the PUDC with UNDP’s corporate asset and inventory policies; oversee timely and periodic asset and inventory reporting to HQ; oversee full maintenance and recording of asset and inventory;
Security of project staff and premises – in consultation with the CD, project coordinator and the RR, and in direct collaboration with the DCD/O, the Operations Manager is responsible for the implementation of MOSS compliance for the project staff and security measures established by the SMT for the CO;
Service provision: the Operations Manager in direct collaboration with the DCD/O is responsible for high quality provision of procurement and other project support services;
Team work: Promotes cross-unit team work;
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.

Under the delegated authority of the CD and in direct consultation with RR and the project coordinator, the Operations Manager is responsible for the strengthening of the transparency, accountability and risk management of the PUDC focusing on achievement of the following results:

Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of strategies to ensure the full implementation of the corporate ICF (Internal Control Framework) and the Accountability Framework as well as monitoring the achievement of results;
In collaboration with the DCD/O and HQ, establish localized ICF for the PUDC taking into consideration the peculiarity of the project;
Advise UNDP management, Programme and operations staff regarding control systems, assess their effectiveness and general operational compliance with UNDP Rules and Regulations, Policies and Procedures;
Strengthen transparency and accountability in the Programme implementation, programme management and carry out performance reviews to ensure targets are met; and make appropriate recommendations for improvement;
Constant monitoring and assessment of the operating environment to ensure early warning of risks with mitigating factors;
Contribute to the achievement of project objectives and outcomes by carrying out regular oversight review of the Programme; assess reliability and integrity of information provided in the reports and completeness of supporting documents;
Assess the work processes and office structure to ensure that tasks are carried out with maximum integrity;
Provision of business processes mapping and establishment of internal Standard Operating Procedures for the Programme execution in the areas of Finance, Human Resources Management, Procurement, Logistical and ICT services;
Knowledge building and sharing with regards to management and operations for the Programme, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

Under the delegated authority of the CD, the Operations Manager is responsible for effective and accurate financial management and reporting of the PUDC focusing on the following results:

Oversee accurate planning and reporting of contributions
In collaboration with the DCD/O, oversee the audit of the PUDC and ensures appropriate and timely actions is taken on audit findings and recommendations
Perform the function of Manager Level 1 or 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) and \approval of bank reconciliations for the PUDC
Oversee the management of cost-recovery system for the services provided by the Programme to the CO and other UN Agencies Accurate planning, forecasting and reporting of the Programme resource and income;
Proper management of the contributions management 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;
Oversee and the oversight of cash management in close collaboration with the DCD/O and CO Finance team, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
Act as member of the bank signatory panel for the PUDC bank account;
Oversee the routine monitoring of financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained and ensure that all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
Oversee the effective management of periodical financial reporting to the government in consultation with CO and HQ

Under the overall guidance and leadership of the Country Director, the Operations Manager supports partnership building on operational issues and supports resource mobilization efforts of the PUDC and the UNDP CO:

Represents PUDC in CO administrative meetings, ensures smooth cooperation between CO and the PUDC
Advocates for UNDP services and delivery capacities with government counterparts, donor community, international financial institutions and the UN;
Identifies new approaches and measures to further enhance UNDP delivery capacities, professional management, effective implementation of UNDP cost recovery policies and cost effectiveness;
Promotes a client-oriented approach among all operations staff of the PUDC;
Supports the overall resource mobilization efforts of the Country Director with a focus on Country Programme Action Plan and ensures that UNDP mobilizes the support needed for the RC function.

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

Financial services;
Human Resources;
Procurement and logistical services;
ICT and security.

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;
Proven networking, team-building, organizational and communication skills.

Required Skills and Experience

Education

Master’s degree in international development, public administration, business administration, public policy or other relevant social sciences.

Experience:

At least 10 years of relevant experience in development in a governmental, multilateral or civil society organization in a multi-cultural setting;
At least 3 or more years of which in senior-level management responsibilities of similar size and complexity.

Language:

Strong written and spoken skill of the UN working language of the duty station;
A second UN language desirable.