Operations Specialist (nationals only)

UNDP multi-country office in Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions, private sector and civil society. 

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable country.

Under the guidance and supervision of the Deputy Resident Representative, the Operations Specialist will advise Senior Management on all aspects of CO management and operations. The Operations Specialist 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. 

Position Purpose 

The Operations Specialist ensures consistent services delivery to CO, UNDP programmes and projects and UN common services. The Operations Specialist leads and guides the CO Operations Team and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. The Operations Specialist works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies and Regional Bureau for Asia and the Pacific and HQ staff to successfully deliver operations services.

Operations Specialist 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 Specialist will leverage UNDP’s enterprise resource planning (ERP) systems, performance tracking tools, global service centers for financial and other operational support services. 

Operations Specialist 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 of operational matters, implementation, and oversight – and further to reporting, partnerships, and communication. 

The incumbent is expected to have a broad operational knowledge base, results-based management aptitude and strong programme support credentials, including advanced risk management as well as analytical skills. S/he should have strong team building, inter-personal and communication skills, be client-oriented, and can look at issues from different angles and find creative solutions

Duties and Responsibilities

1. Leads operational implementation of programmes and projects for optimization of initiatives.
2. Oversees effective and accurate financial management, efficient procurement management and strategic human resources management. 
3. Efficient provision of UN common services, back-office support, security, and transactional services to clients.
4. Team Building and Management 

Leads 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 implements corporate requirements, including certifications, verifications, sample testing are met by the office;
• Provides authoritative advisory services on procurement, human resources, finance and administrative management, in consultation with relevant RBAP and Bureau for Management Services (BMS) staff, based in the Bangkok Regional Hub;
• 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 operations management aspects to support country office/programme positioning in collaboration with other relevant team leaders, as required;
• 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 ensures efficient processes to monitor and analyze cost-sharing contributions;
• Follow-up on NIM/DIM and CO Audits and independent assessments recommendations and coordinates action across various audit-mandated and compliance tasks within Operations Team, including timely reporting of all exceptions;
• Performs delegated tasks and back stopping support as and when requested by office senior management.

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

• Performs the function of Senior Manager in the ERP 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;
• Oversees resource management support that includes, resource allocation, and revenue management in collaboration with country office senior management;
• 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.

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.

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.

Supervisory/Managerial Responsibilities: The Operations Specialist will be responsible for supervision, performance management and development of the HR Associate, Procurement Associate and Finance Associate.

Core Competencies

• 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 

• UNDP People Management Competencies can be found on the dedicated site. 

Cross-Functional & Technical competencies

• Business Direction & Strategy -  Strategic Thinking:
  • Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions
  • Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and ways forward look like for UNDP
• Business Management -  Risk Management:
  • Ability to identify and organize action around mitigating and proactively managing risks.
• Business Management - Internal Reporting and Accountability: 
  • Ability to create internal reporting and accountability processes and standards
• 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
• HR -People strategy and planning - Human resources strategic planning:
  • Ability to develop integrated HR strategies, governance structures, policies and procedures
• Procurement - Contract management:
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Business Management - Operations Management:
  • Ability to effectively plan, organize and oversee the organizations business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms