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Operations Manager

Hodeidah (Yemen)

  • Organization: UNDP - United Nations Development Programme
  • Location: Hodeidah (Yemen)
  • Grade: NO-B, National Professional Officer - Locally recruited position - Junior level
  • Occupational Groups:
    • Operations and Administrations
    • Managerial positions
  • Closing Date: 2019-09-18

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Background

Under the guidance and supervision of the Head of Sub-Office (primary reporting line) in matrix management with the Deputy Resident Representative Operations (secondary reporting line), the Operations Manager acts as an advisor to the Head of the Sub-Office on all aspects of management and operations in the Sub-Office (SO). The Operations Manager is responsible for financial and human resources management, efficient procurement and logistical services, provision of ICT and other administrative services. Working in close coordination with the Country Office (CO) Operations Teams, the Operations Manager ensures consistent services delivery to the Sub-Office (SO) and UNDP programmes and projects. The incumbent implements policies and methods to maximize the SO performance in operations demonstrating capacity for innovation and creativity and providing advice to Management on readjustment of the operations to take into account changes in the operating environment as and when needed.
 
The Operations Manager leads and guides the SO Operations Team, fosters collaboration within the SO team, and with other UN Agencies consistent with rules and a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the SO, operations staff in other UN Agencies, and Government officials to successfully deliver operations services.

Duties and Responsibilities

Summary of key results:
  1. Ensuring the strategic direction of Sub-Office field operations aligned with Country Office and corporate Operations policy;
  2. Financial Resources Management, Human Resources Management, Procurement and Travel, Common Services, Logistical Services, Office and Accommodation Premises, and supervision of all Operations and IT staff in the Sub-Office, and working closely with Operations staff within programmes;
  3. Information and communication management;
  4. Common services organization and management, and establishment of partnerships with other UN Agencies at the field level;
  5. Compliance with UNDP security management in the field.
Key results expected:
1. As a member of the SO management team, and in close coordination with CO Operations Teams, ensures the strategic direction of operations focusing on achievement of the following results:
  • Ensures full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
  • Successfully manages SO operational support by provision of advice on strategies, policies and plans affecting SO operations based on business principles.
  • Establishes collaborative arrangements with potential partners for resources mobilization purposes and appropriate operational partnership arrangements.
  • Under the guidance of the DRRO responsible for SO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Travel, 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 SO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
2. Ensures effective and accurate Financial Resources Management and strategic Human Resources management, focusing on achievement of the following results:
 
Financial Management
  • In coordination and guidance from Resource Management Team, proper planning, expenditures tracking, reporting and audit of financial resources of the SO in accordance with UNDP rules and regulations,
  • Performance of Manager Level 2 in ATLAS for financial transactions approvals (vouchers, Purchase Orders). Approval of pending disbursements as the third authority (cheques, bank transfers, EFT)
  • Organization and oversight of SO 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.
  • Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff of the results of the investigation when satisfactory answers are not obtained.
  • Ensures the financial integrity of the SO through appropriate controls and reporting structures; manages the SO audit exercise; follow up on necessary training and orientation.
  • Ensures cost-recovery system for the services provided by the SO to projects or other agencies.
  • All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
  • Member of the SO bank account signatory panel.

Human Resources Management

  • SO compliance with corporate human resources policies and strategies.
  • In coordination and guidance from Resource Management Team, ensures optimal staffing of the sub-office and projects.
  • Ensures maintenance of the proper performance management and staff development systems.
  • In coordination with CO Learning committee, reviews training needs for SO staff, develops a training plan and makes recommendations to Management for its implementation taking into consideration resources available.
3. Ensures effective and efficient Procurement, Travel, Logistical services management focusing on achievement of the following results:
 
Procurement and Travel 
  • SO compliance with corporate rules and regulations in the field and in coordination and guidance from the CO Procurement Unit, management of the SO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
  • Management of the SO 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 1 in Atlas for Purchase orders approval and requisitions.
  • Ensure Sub Office travel process complies with the corporate Travel Policy, ATLAS T&E Modules and Ultramar ticket Issuance procedures;
  • Liaise with Country Office Travel and Procurement Units and seeks guidance for the complicated travel and procurement cases as necessary.

Logistical Services, Common Services, Office and Accommodation Premises

  • In coordination with CO Service Center, manages the provision of support services, including travel, logistics and office premises for the Sub-Office.
  • Supervises the effective management of the guesthouses in the Sub-office location.
  • Supports the common services that UNDP manages in the field office location
  • Supervision of vehicle fleet management.
  • Management of SO assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the SO’s assets.
4. Ensures forward-looking information and communication management 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.
  • In coordination with CO ICT Unit, 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.
5. Supports establishment of partnerships with other UN Agencies at the field level focusing on achievement of the following results:
  • Provides leadership in overseeing effective provision of services to counterparts including fair and transparent procurement, efficient logistics and sound financial management as well as the consistent application of UNDP rules and regulations.
  • Actively participates in the AOMT in the sub office location

6. Ensures safe working conditions through adherence to UNDP security management in the field and focusing on the following results:

  • Works closely with UNDSS to ensure security of Sub-Office staff and premises, in particular, supports the implementation of UNDP MOSS/MORSS compliance.
  • Administers the staff security arrangements and provisions.

7. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:

  • human rights and gender equality is prioritized as an ethical principle within all actions;
  • activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
  • any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
  • differentiated needs of women and men are considered;
  • inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
  • necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Competencies

Core

Innovation

Ability to make new and useful ideas work

Level 4: Adept with complex concepts and challenges convention purposefully

Leadership

Ability to persuade others to follow

Level 4: Generates commitment, excitement and excellence in others

People Management

Ability to improve performance and satisfaction

Level 4: Models independent thinking and action

Communication

Ability to listen, adapt, persuade and transform

Level 4: Synthesizes information to communicate independent analysis

Delivery

Ability to get things done while exercising good judgement

Level 4: Meets goals and quality criteria for delivery of products or services

Technical/Functional

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

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Promoting Organizational Learning and Knowledge Sharing

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

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Promoting Organizational Change and Development

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

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Job Knowledge/Technical Expertise

  • Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Design and Implementation of Management Systems

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

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Client Orientation

  • Demonstrates understanding of client’s perspective

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Promoting Accountability and Results-Based Management

  • Provides inputs to the development of organizational standards for accountability

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

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.

Certifications:

Certification in the following fields is desirable:

  • Project Management (Prince 2, PPM);
  • Procurement (CIPS);
  • Human Resources;
  • Finance and accounting.

Language Requirements: 

  • Fluency in English and Arabic.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP 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 at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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