Operations Manager

In parallel to the roll-out of its new Country Programme, 2018-2022, UNDP Nepal has recently gone through an internal reorganization and is moving towards strategically repositioning UNDP’s contributions in support of the Sustainable Development Goals and collaboration with national development partners.  Nepal is transforming itself in a federal state as per its new Constitution which has implications for how UNDP engages with national and sub-national authorities.  Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.

Under the guidance and supervision of the Deputy Resident Representative, the Operations Manager will advise Senior Management on all aspects of CO management and operations. The 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 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 consider changes in the operating environment as and when needed.

Operations Manager coordinates comprehensive operations and implementation support work streams, with emphasis on accelerating the speed and improving the quality of client-oriented services, by analyzing gaps and bottlenecks and devising new and better ways of working. The Operations Manager will leverage UNDP’s enterprise resource planning (ERP) systems, performance tracking tools, global service centers for financial and other operational support services.

Operations Manager will help drive the integration of UNDP’s work at all levels through the operational lens, from strategic direction setting to ideas generation, programme/project design, quality assurance, implementation, and oversight – and further to reporting, partnerships, and communication.

1)    Lead operational implementation of programmes and projects for optimization of initiatives.

• Leads and ensures that the Operations Team acts as an efficient and client-oriented “go-to” resource for programme and project implementation activities, guides and oversees corporate requirements, including certifications, verifications, sample testing are met by the office;
• Provides authoritative advisory services on procurement, human resources, programme finance and enterprise risk management, in consultation with relevant RBAP and Bureau of Management Services (BMS) staff, based in the Bangkok Regional Hub;
• Oversees resource management support that includes programme delivery management, resource allocation, and consolidated pipeline management in collaboration with country office senior management and programme teams;
• As a member of the Country Office management team, provides advice to the Head of Office on financial sustainability, cost recovery and inter-agency operational issues;
• Ensures provision of high-quality advice on programme resource management and revenue management;
• Ensures compliance of project and programme management actions to ensure that they are implemented consistently and in accordance with corporate standards;
• Responsible for office business processes mapping and development of key Standard Operating Procedures (SOP); identifies opportunities for converting business processes into web-based systems to enhance efficiency and accountability; 
• Performs data analysis of programme/project implementation to support country office/programme positioning in collaboration with other relevant team leaders;
• Develops, implements and oversees processes to monitor management of partner agreements in close cooperation with relevant colleagues and to elaborate partnership frameworks and conditions of contributions within the country office’s resources mobilization efforts;
• Develops, implements and oversees processes to monitor and analyze cost-sharing contributions;
• Performs the function of Harmonized Approach to Cash Transfers (HACT) focal point for the country office; and puts in place and oversees processes to manage project level cash advances to Implementing Partners (IPs)/Responsible Parties (RPs), as well as provision of grants to CSOs/NGOs;
• Performs the function of Country Office Audit focal point and coordinates action across various audit-mandated and compliance tasks;
• Performs delegated tasks and back stopping support as and when requested by office senior management.

2)    Oversees effective and accurate financial resource management, efficient procurement management and strategic human resources management. 

• Performs the function of Senior Manager in Atlas and works closely with the Global Shared Services Centre (GSSC) in Kuala Lumpur and performing oversight on financial transactions;
• Responsible for the country office integrated work planning and budgeting process as it relates to financial and human resources functions, including monitoring and reporting in partnership with other relevant teams in the country office;
• Responsible for the Direct Project Costing and cost-recovery systems for the services provided to projects and other UN Agencies, including accurate forecasting, planning and reporting of extra-budgetary income;
• Oversees proper management of the contributions, manages 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;
• Oversees country office cash management processes; timely accounting and reconciliation of all transactions, security for cash assets on site, in coordination with the GSSC;
• Oversees country office compliance with corporate rules and regulations in the field and establishment and management of the CO procurement and contract management strategies;
• Oversees management of UNDP assets, facilities and logistical services;
• Oversees country office compliance with corporate human resources policies and strategies; supports senior management in ensuring optimal staffing of the office and projects;
• Liaises with GSSC in Copenhagen and Istanbul to ensure offshored human resources services are provided without interruption to the Office, including recruitment, contracting, and related tasks;
• Facilitates knowledge building and management, documentation of lessons learned and good practices, and innovation and knowledge transfer in the country office, region and global level;
• Leads processes to facilitate and promote staff learning and engagement;
• Responsible for business continuity actions, including adequately planning for disasters and recovery.

3)    Efficient provision of UN common services, back-office support, security, and transactional services to clients

• Coordinates and/or leads UNDP actions in the UN inter-agency Operations Management Team (OMT); 
• Oversees efficient provision of client-oriented transactional services in human resources, procurement, finance and administration to UN agencies and the UN Resident Coordinator’s Office; 
• Elaborates strategic approaches to implementation of common services in line with the UN Development System reform, the latest developments in common services and relevant best practices;
• Acts as UNDP lead on common services (as determined by UN Country Team), and is responsible for coordinated action to ensure integrated activities on common services and implementation of the UN reform;
• Leads and supports inter-agency efforts towards or management of common premises and common back-office plans, as relevant;
• Ensures the implementation of appropriate cost recovery measures for the provision of common services and other support to UN entities, as relevant; oversees common services budget and monitors Agencies’ contributions to the common services account, as relevant;
• Serves as Country Security Focal Point for UNDP and supports office management in ensuring the safety and security of the staff and premises in coordination with UNDSS and UN partners;
• Responsible for efficient implementation of security measures mandated in the overall Security Plan and/or agreed in the Security Management Team.
• Effective leadership in the teaming up for the support function area in Registry, transport, Travel, Visa and shipment.
• Ensure efficient working relationship building with the Ministry of Foreign Affairs, other Ministries and departments in facilitation to the smooth operations of service delivery in the area of visa, travel, shipment and privileges and immunities.

4)    Team Building and Management 

• Facilitates day-to-day functioning of the country office’s Operations Team, and any other teams reporting to him/her as relevant. Manages human and financial resources for achieving results;
• Guides and ensures effective recruitment, performance management and staff learning to motivate and promote organizational excellence in his/her teams.

Core

Achieve Results: 
LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact.

Think Innovatively:
LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems. 

Learn Continuously: 
LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences.

Adapt with Agility 
LEVEL 3: Proactively initiate and champion change, manage multiple competing demands. 

Act with Determination     
LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results.

Engage and Partner
LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration.

Enable Diversity and Inclusion
LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity.

People Management 

Manage Performance and Ensure Accountability: 
•    Ensure regular conversations with people about work
•    Provide positive and constructive feedback
•    Discuss poor performance in a timely manner
•    Provide praise and recognition, as well as ensure accountability 

Motivate and Direct
•    Create and communicate a compelling vision and purpose 
•    Align people and resources with organizational vision, strategy, objectives 
•    Understand and proactively builds the team/organization culture

Cross-Functional & Technical competencies 

Finance:
Financial planning and budgeting: Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analyzing, and reporting.

Risk Management:
Ability to identify and organize action around mitigating and proactively managing risks.

HR -People strategy and planning: 
Human resources strategic planning: Ability to develop integrated HR strategies, governance structures, policies and procedures.

Resource Management:
Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.

Priority Setting:
Ability to scan and synthesize diverse sets of information to arrive at strategic priorities and positioning recommendations.

Service Delivery Coordination:
Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP.

Internal Reporting and Accountability: 
Ability to create internal reporting and accountability processes and standards.
 

• Master's degree or equivalent in Business Administration, Public Administration, or a related field is required. 
• Professional Certifications in Finance, Procurement and Human Resources are advantages.

• A minimum of 5 years of relevant senior level experience at a national or international level in operations functions is required.  
• Working experience as Operations Manager or Operations Specialist or similar senior level roles in UN or Development sector will have a distinct advantage.
• Demonstrated ability in people management and working with diverse teams.
• Managerial experience in programme finance or Finance or human resources or procurement or operations.
• Proven ability to deliver under pressure and in short timeframes.
• Excellent knowledge of ERP platforms (such as PeopleSoft and/or Oracle Cloud) is desirable.
• Demonstrated knowledge of UN/UNDP programme and project management policies and procedures is desirable.
• Strong interpersonal and communication skills.
• Excellent command of written and spoken English is required.