Operations Manager

Lilongwe

Organization: UNDP - United Nations Development Programme
Location: Lilongwe
Grade: Mid level - P-4, International Professional - Internationally recruited position
Occupational Groups:
- Operations and Administrations
- Managerial positions
Closing Date: Closed

Background

Under the overall guidance of Resident Representative and the direct supervision and instruction of the Deputy Resident Representative P&O, the Operations Manager leads, manages and assures the effective and integrated delivery of agreed business services through the following sub-groups:

Finance
Human Resources
Procurement
Administration
ICT
Security

S/he oversees the CO Operations team in financial, procurement, administration, security, human resources management and ICT support. S/he is accountable for the quality and timeliness of the team’s support services in accordance with UN Rules and Regulations and pursuant to applicable corporate performance standards. S/he is responsible for providing strategic advice to the Resident Representative and the Deputy Resident Representative P&O in financial resources and budget management as well as risk management, audit trend analysis and recommendation implementation, capacity development support for the Country Office Operations, in meeting operational performance standards of the Country office and ensuring conformity with UNDP Accountability Framework and Regulations and Rules. S/he works in close cooperation with the Bureau’s Management Support Team and designated staff to harmonize the provision of business advisory services and leverage operational performance.

Duties and Responsibilities

Management of the Country Office Operations team:

Build and manage a coordinated and effective team of professionals through results-oriented work planning, guidance, direction, supervision and performance assessment, promoting a work environment conducive to producing the outputs and delivering the services required in the results framework.
Monitor and leverage the operations management team’s work to provide high quality technical support to meet CO’s operational needs aiming at enhancing it’s performance and delivery in close coordination with the Senior Management Team for alignment with best quality operational practices and new policy developments.
Oversee the development and implementation of action plans in response to audit findings and recommendations in close coordination with the Senior Management Team, and the RBA Oversight teams at HQ to leverage the CO’s performance and adherence to quality assurance. Assess and manage risks ensuring deficiencies are addressed in a timely manner and strengthening internal control mechanisms. Alert the Resident Representative and the SMT on emerging risks and challenges.
Build positive relationship with external parties including other UN Agencies, donor and government officials and external organizations to tap into innovative approaches and best practices.
Monitor, analyse and advise senior management on strategic resource trends, issues and opportunities that may impact the CO’s financial sustainability and programmatic delivery commitments.

Country Office Operation Support to RCO and UNCT:

Coordinate and guide the CO Operational support for the quality, cost effective and timely provision of direct services to the RCO as well as technical support services to the other UN Agencies in the following areas:
- Financial Resource management
- Human Resources management
- Procurement
- Information and Communication Technologies
- General administration management and Common Services
- Business Continuity and Staff Safety and Security
Chair the OMT and contribute, in support of the UNCT to develop work plans, long term agreements and mechanisms to identify deficiencies and meet and anticipate UN agencies needs based on a continued analysis of inter-agencies aggregate results and evolving priorities and to inform the formulation of operational strategies by UNCT.

Support to the CO’s management practice and knowledge sharing:

Contribute to organizational excellence and effective knowledge management as well as the effective use of enabling technologies for innovation and learning in operations management related issues.
Promote the active use of performance dashboard and feedback mechanisms for organizational performance improvements, including the communities of practice and development solutions teams.
Disseminate and encourage capacity building by contributing to the shaping of enabling policies, tools and mechanisms to facilitate organizational knowledge sharing and advancement.