By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Operations Manager

Djibouti (Djibouti)

  • Organization: UNDP - United Nations Development Programme
  • Location: Djibouti (Djibouti)
  • Grade: P-4, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Operations and Administrations
    • Managerial positions
  • Closing Date: 2021-05-12

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The 2030 Agenda for SDGs and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development, including widening economic and social inequalities, the climate crisis, rapid urbanization, the continuing burden of HIV and other infectious diseases (e.g, malaria, tuberculosis), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.

UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its development integrator role in bringing together multiple partners and resources at national and local levels.

As a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health programmes while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and The Global Fund to improve management, implementation and oversight, while simultaneously strengthening health institutions and systems for national entities to assume the PR ‘role over time.

UNDP is a key partner to the Global Fund in Djibouti. UNDP is assuming the interim Principal Recipient role for the three diseases for the cycle 2021-2023. The total financial grant exceeds Eur 10 million. The aim of the new program is to consolidate the gains in the fight against HIV, TB and malaria, strengthen the health system and develop the capacity of national authorities to facilitate transition

The Oversight and Compliance Specialist/Operations will ensure oversight of programme implementation and ensure compliance with UNDP’s rules, regulations, policies and procedures and the grant agreement with the Global Fund. S/he will be responsible for financial, procurement and supply management, administrative and all operational issues, in consultation with the Chief Technical Adviser.

Under the overall guidance of the Resident Representative and the direct guidance and supervision of Deputy Resident Representative, the incumbent would work closely with the Operations team and act as an advisor to Senior Management.

The incumbent is expected to bring to the team very deep operational knowledge and extensive practical experience of programme management of Global Fund grants, and demonstrate an outstanding capacity to innovate, inspire, improve performance and respond to the needs of clients in a sustainable manner.

Duties and Responsibilities

Summary of Key Functions:

  1. Ensures strategic operation advice and support in accordance with UNDP’s rules, regulations, policies and procedures and the grant agreement with the Global Fund.
  2. Ensures financial oversight and controls functions are met and proactively performs risk assessments.
  3. Ensures the provision of effective and efficient Procurement activities.
  4. Ensures guidance and capacity building and facilitation of knowledge building and sharing.
  5. Foster strategic partnerships.

1. Foster strategic partnerships:

  • Reviews and advises the GF Project Coordinator and staff members of the PMU on UNDP rules, regulations and policies.
  • Implements corporate operational strategies introducing best practices, lessons learnt and knowledge management initiative.
  • Participates in decision making on plans and policies affecting GF programme operational systems in the areas of Procurement, Financial and Human Resource Management
  • Enforces internal administrative/operational rules and procedures for programme implementation.
  • Introduce and reinforce internal control procedures in line with UNDP Internal Control Framework and accountabilities and responsibilities.
  • actively diagnose underperformance, bottlenecks and ensure accountability of corrective action plans; and
  • Liaise with UNDP HQ on GF operations and finance matters

2. Ensures proactive financial management and oversight and controls are met and proactively performs risk assessments focusing on achievement of the following results:

  • Full compliance of financial activities and financial recording/reporting system with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system.
  • Monitor financial management of sub-recipients and ensure proper control of the PR and SR accounts.
  • ICF second authority level 2
  • Ensures that all UNDP financial and asset management policies and procedures are followed and validated by internal reviews.
  • Program finance business processes mapping and elaboration/establishment of internal standard operating procedures in the Finance function of the Unit; control of the workflows in the Finance area of the Unit.
  • Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects. 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.
  • Develop financial procedures: e.g. receipts, payments, disbursement and bookkeeping, filing procedures within the GF project;
  • Endures that financial procedures are in place comply with the financial/accounting and procurement requirement of the GF;
  • Develop the internal controls over all financial processes for GF grants;
  • Ensure an efficient financial flow process to enable timely delivery;
  • Prepare regular financial reports to the Local Fund Agent (LFA) and GF;
  • Assist the GF team to ensure an effective information flow between finance and non-finance actors (on Country Co-coordinating Mechanism (CCM), PR, LFA and sub-recipient level) in order to effectively link the Programme results to expenditures, as required by GFATM;
  • Responsible for arranging annual audits of SRs as required by GF and sure external auditors have all relevant information. Follow-up on audit reports to ensure that gaps in audit reports are closed;
  • Proactively performs risk assessments to identify and mitigate risks, including operational, financial, legal, contractual, reputational and safety. Ensure that mitigation actions are implemented and proactively work with other units to ensure adequate oversight and support is provided;
  • Ensures compliance of procedures, systems to ensure safety and security of staff and assets in line with UNDP’s rules, policies and procedures.

3. Ensures the provision of effective and efficient Procurement activities, with the following responsibilities:

  • Ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies including elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;
  • Ensures GF Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office;
  • Conceptualization, elaboration and implementation of contract strategy for GF including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment;
  • Ensure timely and proper preparation of procurement plans for the GF grant, establishment of the deadlines and monitoring of their implementation;
  • Ensure utilization of the existing LTA architecture for procurement of pharmaceuticals;
  • Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
  • Elaboration and implementation of the internal control system which ensures that Purchase Orders (PO) are duly prepared approved in ATLAS and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems;
  • Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
  • Leads the development and/or review of tools, processes and systems for the planning, management and monitoring of procurement activities in order to meet Sub-Recipients’ needs and UNDP’s deliverables vis-à-vis the Global Fund;
  • Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services;
  • Oversees adherence to contractual agreements, recommend amendments and contract extensions, advise concerned parties with respect to contractual rights/obligations;
  • Provides training and guidance to procurement staff within the project and develops work plans and priorities, monitors achievements and evaluates performance of staff;
  • Manages all assets under GF Project in compliance with the UNDP Asset Management Rules and Regulations including but not limited to recording, coordinating and reconciling asset inventory including physical verification of assets on sites, asset transfer, disposal, write-off and synchronization of Asset Inventory and ATLAS;
  • Maintains electronic and hardcopy files and records to ensure proper accountability in line with the GF grant agreement

 

4.Ensures guidance and capacity building and facilitation of knowledge building and sharing.

  • Facilitate capacity development and transition strategies aimed at assisting governments and national programmes to increase implementation and assume the PR role over time;
  • Provides technical guidance and operational support to Sub-recipients to enhance performance and quality assurance, share knowledge and build capacity.
  • Ensure the timely submission of high quality and transfer of competencies for its preparation to national counterparts.
  • Ensure support to strengthen national counterparts systems are strengthened to support financial management to improve grant implementation and performance;
  • Organization of training for the operations/ projects staff on Finance and budget management.
  • Contributes substantially to information sharing with other agencies/partners at the global, regional and local level and within UNDP;
  • Provide strategic advice to Senior Management to bring CO’s operations to excellence and adjust our capacities to different scenarios, considering the possibilities of increasing, maintaining or decreasing the actual business level, as well as the opportunities to collaborate in different manner with other partners; and
  • Performs other related duties as required.

5. Foster strategic partnerships:

  • Handle all finance and administrative related issues with the donors, government, sub recipients, and all stakeholders  
  • Maintain excellent relationship with relevant national counterparts, as well as with international and local stakeholders to ensure transparent and effective implementation of the GF programme

IV. Impact of Results

This post will reinforce the internal control system of the PMU and SR, the establishment of adapted accounting tools and a coaching of the PMU and SR towards autonomy and a responsible management.

The key results have an impact on the overall success of the grant implementing and reaching common UN and UNDP development goals. In particular, the key results have an impact on the design, operation and programming of activities, creation of strategic partnerships as well as reaching resource mobilization targets

Competencies

Required Skills and Experience

 

Education: 

  • Advance University Degree in Finance, Business Administration, Public Administration, Economics, Accounting, Law or related field.

Expérience:

  • At least 7 years of relevant experience with evidence of professional excellence and high performance in an international organisation Operation including 3 years of relevant experience in UNDP and GF project Operations management, in team management, system management with international organizations and governments
  • Managerial experience in programme finance, procurement and operations in particularly PUDR preparation and submission
  • Demonstrated knowledge of UNDP/Global fund grants management
  • Excellent knowledge of tools, procedures, and international standards for procurement (services and goods), in the context of support for a development programme,
  • Excellent knowledge of UNDP procedures and policy as well as the ones of the donors
  • Work experience with the government and other state organs (Ie.i: GF  Sub-recipient)
  • Excellent computer skills (Atlas, Word, Excel, PowerPoint
  • Strong interpersonal and communication skills

Language Requirements:

Fluency in French and working knowledge English

Disclaimer

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply

What does it mean?

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.