Title: Operations Manager
Job ID: 32851
Practice Area – Job Family: Management
Vacancy End Date: (Midnight New York, USA) 09/10/2020
Duty Station: Kyiv, Ukraine
Education & Work Experience: I-Master’s Level Degree – 7 year(s) experience
Vacancy Type: FTA International
Posting Type: External
Bureau: Europe & the CIS
Contract Duration: 1 Year with possibility for extension
UNDP Ukraine Country Office manages programme delivery of over $120 million, with diverse portfolio of programmatic interventions: Integrated Development, Recovery and Peacebuilding, Energy and Environment, and Democratic Governance including a large programme on health procurement services for the government of Ukraine. To support the programmatic response in the wake of COVID-19 emergency, and in order to duly implement observations and recommendations of the Office of Audit and Investigations, the Country Office seeks to strengthen its operations capacity.
The Operations Manager is expected to ensure the CO’s delivery in effective, efficient and transparent manner, leading crisis operations response to COVID-19 and guiding the implementation of OAI recommendations and overseeing its progress. The incumbent will coordinate 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, and links to the UNDP Regional Hub and other HQ units to ensure optimal positioning of the operational capacities of the country office. The Operations Manager will support senior managers in providing overall direction to the Country Office, helping to 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. In close cooperation with UNDP programme teams and other country office units, OM will support the UNDP country programme implementation through provision of enabling advisory services on procurement, finance, and human resources, all according to UNDP POPP and internal control framework.
The incumbent is expected to have a broad operational knowledge base, results-based management aptitude and strong programme support credentials, including advanced project and risk management, as well as analytical skills. The Operations Manager should have strong teambuilding, inter-personal and communication skills, be client-oriented, and have the ability to look at issues from different angles and find creative solutions. The Operations Manager should have strong crisis management skills and commitment to establishing efficient and transparent operations processes, in line with UNDP rules and regulations and the recommendations of the OAI. The OM will be a member of the CO Management Team (MT), and will report to Deputy Resident Representative. In his/her capacity, the Operations Manager will supervise the operations team of the Country Office.
Duties and Responsibilities
Under the direct supervision of UNDP Deputy Resident Representative, the Operations Manager will be responsible for ensuring high quality, accuracy and consistency of work.
Summary of key functions:
I. Operational advisory and support to programme and project implementation for optimization of effective, efficient and transparent delivery:
Ensures that the Operations Team acts as an efficient and client-oriented “go-to” resource for programme and project implementation activities;
Coordinates the provision of authoritative advisory services on procurement, human resources, programme finance and enterprise risk management, in consultation with relevant RBEC and Bureau of Management Services (BMS) staff, based in Istanbul 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;
Ensures provision of high-quality advice on office financial sustainability and programme resource management, including direct project costing and revenue management;
Oversees regular monitoring of project and programme management actions to ensure that they are performed consistently and in accordance to corporate standards;
Puts in place and oversees processes to identify, develop solutions and act upon project-level operational and financial problems.
Develops, implements and oversees processes to monitor and analyze cost-sharing contributions from UN Agencies to management projects;
Responsible for office business processes mapping and development of key SOPs; identifies opportunities for converting business processes into web-based systems to enhance efficiency and accountability;
Responsible for Direct Project Costing implementation in the country office;
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 HACT focal point for the country office; and puts in place and oversees processes to manage project level cash advances to IP/RPs, as well as provision of grants to CSOs/NGOs;
Performs the function of 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.
II. Effective and accurate financial resource management and efficient procurement management:
Performs the function of Senior Manager role in Atlas;
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 management of cost-recovery system for the services provided to projects and other UN Agencies, including accurate planning, forecasting and reporting of extra-budgetary income;
Oversees proper management of the contributions management 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, including liquidity management, recommendation of interest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
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 in close cooperation with Programme team, facilities and logistical services;
Within the common budgetary framework, which comprises the estimated financial resources necessary for the system in PNG to deliver the commitments under the UNDAF, streamlines the coordination mechanisms between the different financing instruments.
III. Strategic human resource management:
Facilitates day-to-day functioning of the country office’s Operations Team. Manages human and financial resources for achieving results;
Ensures country office compliance with corporate human resources policies and strategies;
Ensures optimal staffing of the office and projects;
Oversees recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development;
Facilitates knowledge building and management and ensures innovation knowledge transfer in the country office, region and globally;
Leads processes to facilitate and promote staff learning and engagement.
IV. Efficient provision of UN common services and CO transactions services:
Oversees efficient provision of client-oriented transactional services for human resources, procurement, finance and administration to UN agencies and Resident Coordinator Office;
Oversees effective delivery of client-oriented administrative support to UNDP staff and project personnel on transactional issues.
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;
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;
Leads and supports inter-agency efforts towards or management of common premises, 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.
V. Crisis operations response to COVID-19:
Responsible for business continuity actions, including adequately planning for disasters and recovery.
Coordinates urgent action of the Operations unit related to COVID-19 response, ensuring timely and efficient delivery of services on a short notice;
VI. Leading the implementation of the OAI recommendations for efficient and transparent delivery:
Serves as a CO focal point on implementation of audit-mandated and compliance tasks;
Provides oversight and ensures regular monitoring of procurement, human resources, finance processes to ensure that they are performed consistently and in accordance with the corporate standards and recommendations of the OAI;
Key Results Expected:
The key results have an impact on the overall economy, efficiency, and effectiveness of CO operations as it relates to the use of corporate resources in the following areas:
Procurement and logistical services
Common Services and the implementation of the UN agenda on common services and joint procurement.
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 removes barriers
People Management: Ability to improve performance and satisfaction.Level 5: Models high professional standards and motivates excellence in others
Communication and relationship Management: Ability to listen, adapt, persuade and transform.Level 5: Gains 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
Priority Setting: Ability to scan and synthesize diverse sets of information to arrive at strategic priorities and positioning recommendations. Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Financial Planning and Budgeting: Ability to create and manage processes to achieve UNDP’s long and short-term financial goals. Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Risk Management: Ability to identify and prioritize risks, and organize action around mitigating them. Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Service Delivery Coordination: Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP. Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Internal Reporting and Accountability: Ability to create internal reporting and accountability processes and standards. Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Resource Allocation: Ability to distribute resources in a strategic or tactical way. Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Gender Mainstreaming: Knowledge of gender issues and the ability to apply to strategic and/or practical situations, including analysis and implementation of projects from a gender perspective. Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Required Skills and Experience
Master degree or Equivalent in Business Administration, Public Administration, Finance, Economics or a related field is required;
Professional Certifications in Finance and Procurement are added advantages.
Minimum of 7 years of relevant experience in operations functions, preferably in a UNDP country office or regional or HQ location;
Demonstrated ability in people management and working with diverse teams in developing countries and at interagency level;
Managerial experience in programme finance; human resources; procurement and operations;
Experience in large and complex operations and crisis setting at international level is a pre-requisite;
Proven ability to deliver under pressure and in short timeframes;
Excellent knowledge of ERP platforms (such as PeopleSoft) is desirable;
Demonstrated knowledge of UNDP programme and project management policies and procedures is desirable.
Fluency in oral and written English.
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