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Operations Manager

Port Louis (Mauritius)

  • Organization: UNDP - United Nations Development Programme
  • Location: Port Louis (Mauritius)
  • Grade: P-4, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Operations and Administrations
    • Managerial positions
  • Closing Date: 2020-02-26

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Background

Under the guidance and supervision of Resident Representative, the Operations Manager acts as an advisor to the Senior Management on all aspects of teh Multi-Country Office (MCO) management and operations.  The International Operations Manager is responsible for strategic financial and human resources management, efficient procurement and logistical services, and ICT and consistency with UNDP rules and regulations.  The International Operations Manager ensures consistent service delivery to CO, UNDP programmes and projects and UN common services.  The incumbent sets policies and methods to maximize the CO performance in operations demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the operations to take into account changes in the operating environment as and when needed.

The Internationl Operation Manager leads and gudes the MCO Operatons Tead and fosters collabraton within the team and wih other UN Agences consistent with the rules and regulations and a client-oriented approach.  The Internationa Operations Manager works in close collaboration with programme and project teams in the MCO, Resident Coordinator's Office, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operation services.

Duties and Responsibilities

1. Ensuring strategic direction of operation:

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

  • Compliance of operations within UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring achievement of results;
  • Providing advice on strategies, policies and plans affecting CO operations, delivery of practice advisory, knowledge and learning services;
  • Establishment of collaborative 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 in Finance, Human Resources Management, Procurement, Logistical and ICT services, Results Management;
  • Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk management;
  • 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.

2. Financia resources management nd supervision of the Finance team

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

  • Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations, IOM performing the function of Manager Level 2 in Atlas for vouchers and replenishments approval deals management and bank reconciiations.  Approval of pending disbursements as the "third authority" (cheques, bank transfers, EFT).  Approval of bank reconciliations;
  • Management of cost-recovery system for the services provided by the CO to projects and other UN Agencies.  Accurate planning, forecasting and reporting of extra budgetary income;
  • Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identfied, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation;
  • Organization and oversight of CO cash management proceses, 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;
  • Ensures cost recovery from sister agencies and the Resident Coordinator's Office; and the provision of timely and accurate accounts for verification of same;
  • Member of the bank signatory panel;
  • Routinely monitors financial exception reports for unsual 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.

3.  Human Resources management and supervision of the HR team:

  • CO compliance with corporate human resources policies and strategies;
  • Optimal staffing of the office and projects;
  • Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development.

4.  Efficient procurement and logistica services and supervision of the Procurement team

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

  • CO compliance with corporate rules and regulations in the field and management of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
  • Management 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, IM acting as Manager Level 2 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.

5.  Information and communication management and supervision of ICT team

Ensures forward looking information and communication management and supervision of ICT team 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;
  • 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.

6.  Common services organization and management, establishments of partnerships with other UN Agencies

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

  • Elaboration of the strategic approach to implementation of common services in line with the UN reform, the latest developments in common services and the best practices.

 

 

Competencies

CORE:

Innovation  - Ability to make new and useful ideas work.

Level 5. Creates new and relevant ideas and leads others to implement them.

Leadership - Ability to persuade others to follow.

Level 5.  Plans and acts transparently, actively works to remove barriers.

People Management - Ability to improve performance and satisfaction.

Level 5.  Models high professional standards and motivates excelence in others.

Communication - Ability to listen, adapt, persuade and transform.

Level5.  Gain trust of peers, partners, clients by presenting complex concepts in practical terms to others.

Delivery - Ability to get things done while exercising good judgement.

Level 5.  Critically assesses value and relevance of existing policy/ practice and contributes to enhanced delivery of products, services and innovative solutions.

TECHNICAL/FUNCTIONAL

Building Partnerships - Ability to effectively network with partners, identify needs and interventions for capacity building of counterparts.

Level 5.  Originate; Catalyzes new ideas, methods and applications to pave a path for innovation and continuous improvement in professional areas of expertise.

Pomoting Organizational Learning ad Knowledge Sharing - Ability to develop and/or participate in the development mechanism to promote individual and organizational learning and knowledge sharing.

Level 5.  Originate: Catalyzes new ideas, methods and applications to pave a path for innovation and continuous improvement in professional areas of expertise.

In-depth knowledge of own discipline - Ability to understand advance aspects of primary area of specialization as well as the fundamental concepts of related disciplines.

Level 5. Originate: Catalyzes new ideas, methods and applications to pave a path for innovation and continuous improvement in professional areas of expertise.

Promoting accountability and Results-based management - Ability to provide inputs to the development of organizational standards for accountability and results.

Level 5.  Originate: Catalyzes new ideas, methods and applications to pave a path for innovation and continuous improvement in professional areas of expertise.

Design and implementation of management systems - Ability to identify and recommend remedial measures to address problems in the system design or implementation.

Level 5: Originate: Catalyzes new ideas, methods and applications to pave a path for innovation and continuous improvement in professional areas of expertise.

 

 
 
 
 

Required Skills and Experience

Education:

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

Experience:

  • Seven (7) years of relevant experience at the national and international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among internationa organzations and national governments.;
  • Experience managing operations in a multi-country office context is required;
  • Experience implementing the UNDS delinking process, and/or support o a Resident Coordinator's Office is highly desirable;
  • Demonstrated knowledge and experience of key UNDP corporate accountability systems and tools including stream analytics; power BI and Integrate d Work Plan (IWP);
  • Experience in the usage of computers and office software packages, experience in handling of web-based management systems and ERP systems, preferably People Soft;
  • Experience of accrual accounting, IPSAS or IFRS is highly desirable.

Language Requirements:

  • Proficiency in the English language is required;
  • Knowledge of the national language of the duty station is an asset.

 

 

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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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Before applying, please make sure that you have read the requirements for the position and that you qualify.
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