Operations Manager

Background

Under the guidance of DRR/DCD, the Operations Manager acts as an advisor to Senior Management on all aspects of CO management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services and assistance in the implementation of security measures consistent with UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Operations Manager manages, leads and guides the complete Country Office (CO) Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operations services.

Duties and Responsibilities

Summary of Key Functions:

1. Ensuring strategic direction of operations
2. Financial resources management and supervision of the Finance team
3. Human Resources Management and supervision of the HR team
4. Efficient procurement and logistical services and direct supervision of the Procurement team 
5. Information and communication management and supervision of ICT team
6. Ensures common services organization and management as agreed with Agencies, establishment of partnerships with other UN Agencies
7. Assists the UNDP Security Focal point to ensures implementation of security measures and business continuity

As a member of the CO management team, ensures the management and the strategic direction of operations focusing on achievement of the following results:

• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results.
• Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements.
• CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
• Plans and leads regularly scheduled OM team meetings
• Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
• Monitoring the preparation of periodic reports, in order to assure the effective implementation of the services provided to the Agencies and programmes and projects.
• Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
• Support the development of initiatives and activities that are expressly solicited by the RR and/or DRR and are within the Operations team competence
• Leads proactive analysis to ensure optimal staffing of the Operations Team and supervision of the work of the various units herein contained promoting personal and professional development of staff in order to continuously improve the quality of work and stimulate their individual and collective growth.
• Preparation of terms of reference for selection and recruitment of external consultants and services relating to Operations.
• Provide direction and advice in all stages of Operations services with international best practices, which confirm to the rules and regulations of UNDP and/or the financial institutions or donors involved in the process.
• Implementation of audit recommendations, putting into practice the corrective measures that are necessary in his/her area of competence/responsibility.
• Promote the development of tools and processes enabling the efficiency of services.

Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results:

• Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income and GLOC in accordance with UNDP rules and regulations.
• 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.
• Performance of Manager Level 3 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations.
• Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
• Organization and oversight of CO cash management processes, 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.
• Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained.
• Member of bank signatory panel.
• Transaction and stop payment approval on internet banking system.
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

Ensures strategic human resources management and supervision of the 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 in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
• Establishment and maintenance of the proper performance management and staff development systems. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.

Ensures provision of efficient procurement and logistical services and supervision of the Procurement team  focusing on achievement of the following results:

• Supervision of the Administration team and services provided including travel, shipment and logistical coordination. Identification of opportunities and ways of converting business processes into new administrative services.
• Development of strategies for administrative services including upscaling and the possible contracting of external services, and oversee the implementation of these services.
• CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
• Elaboration of the CO 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, OM acting as Manager Level 3 in Atlas for Purchase orders approvals.
• Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets.
• Supervises the administration of shipment of personal effects and applicable exemptions and tariffs. Engages in consultations with government counterparts to identify solutions to customs clearance processes.
• Supervises the coordination of visa processes in tandem with administrative associate functions and HR functions to develop an efficient methodology for the delivery of services
• Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems.

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

• 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.
• Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
• Identification and 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.
• Lead the development and implementation of the office ICT Plan including the roll out of tools to ensure timely digitalization of documents and correspondence and the implementation towards a paperless office. 

Ensures proper common services organization and management as agreed with Agencies, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

• Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
• Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

Assists the UNDP Security Focal point to ensures implementation of security measures and business continuity

• Assistance in the implementation of MOSS and MORSS standards ensuring UNDP compliance.
• Assistance in the communication of security messages to all staff and administration of UNDP wardens.
• Ensuring regular implementation and updates of security drills, and tests under the leadership of the UNDP security focal point including telephone and radio drills and tests.
• Lead the definition and implementation of Business Continuity Plans including the implementation of business continuity tests.
• Regular monitoring of compliance in the passing of security courses of all personnel. 

Impact of Results

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
• Security
• Common Services and the implementation of the UN agenda on common services and joint procurement.

Competencies

Functional Competencies:

Building Partnerships

Level 2: Identifying and building partnerships

• Effectively networks with partners seizing opportunities to build alliances
• Identifies needs and interventions for capacity building of counterparts, clients and potential partners
• Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments

Promoting Organizational Learning and Knowledge Sharing

Level 2: Developing tools and mechanisms

• Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies

Job Knowledge/Technical Expertise

Level 2: In-depth knowledge of own discipline

• Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration)
  • Continues to seek new and improved methods and systems for accomplishing the work of the unit
  • Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
  • Demonstrates comprehensive knowledge of information technology and applies it in work assignments
  • Continually looking for ways to enhance financial performance in the office

Promoting Organizational Change and Development

Level 2: Assisting the individuals to cope with change

• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation

Design And Implementation of Management Systems

Level 2: Designing and implementing management system

• Makes recommendations regarding operation of systems within organizational units
• Identifies and recommends remedial measures to address problems in systems design or implementation

Client Orientation

Level 2: Contributing to positive outcomes for the client

• Anticipates client needs
• Demonstrates understanding of client’s perspective
• Solicits feedback on service provision and quality

Promoting Accountability and Results-Based Management

Level 2: Input to the development of standards and policies

• Provides inputs to the development of organizational standards for accountability

Core Competencies:

• Building support and political acumen
• Building staff competence, creating an environment of creativity and innovation
• Building and promoting effective teams
• Creating and promoting enabling environment for open communication
• Creating an emotionally intelligent organization
• Leveraging conflict in the interests of UNDP & setting standards
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Fair and transparent  decision making; calculated risk-taking

UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance

Required Skills and Experience

Education:

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

Experience:

• 5 years of relevant experience at the national or 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 and ERP systems, preferably PeopleSoft.
• Experience of accrual accounting, IPSAS or IFRS is highly desirable.

Language Requirements:

• Fluency in written and spoken English  and national language of the duty station.

Other:

• Applicants must hold Peruvian citizenship.
• P11. Form mandatory.

IMPORTANT:  HOW TO APPLY FOR THIS POSITION

All applications must include (as an attachment) the completed signed Personal History form (P-11) which can be downloaded from http://www.pe.undp.org/content/peru/es/home/operations/jobs.html.

Only short-listed candidates will be contacted.