UNITED NATIONS DEVELOPMENT PROGRAMME
GENERIC JOB DESCRIPTION
I. Position Information
Job Code Title: Operations Manager
Pre-classified Grade: ICS-10
Supervisor: Deputy Resident Representative (P&O)
II. Organizational Context
Under the overall guidance of the Resident Representative and direct supervision of the Deputy
Resident Representative, the Operations Manager leads the Operations Team, ensuring smooth
functioning of the operations activities and consistent services delivery to the Country Office,
UNDP programmes, UNDP projects and UN Agencies, constant evaluation and readjustment of
the operations procedures to take into account changes in the UNDP Operations Policies and
Procedures and operating environment as and when needed. The Operations Manager acts as
the principal advisor to the UNDP Country Office (CO) Senior Management on all aspects of CO
operations management. This includes strategic financial and human resources management,
efficient procurement, general administrative and logistical support services, ICT and common
services consistent with UNDP rules and regulations.
The Operations Manager leads and guides the Country Office (CO) Operations Team and fosters
collaboration within the team, with programme staff, project personnel and with other UN
Agencies and a client-oriented approach. The Operations Manager works in close collaboration
with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs
staff and Government officials to successfully deliver operations services.
III. Functions / Key Results Expected
Summary of Key Functions:
Ensuring strategic direction of operations
Financial resources management and supervision of the Finance team
Human Resources Management and supervision of the HR team
Effective and efficient general administrative support services and supervision of the
Efficient procurement and logistical services and supervision of the Procurement team
Information and communication management and supervision of ICT team
Common services organization and management, establishment of partnerships with
other UN Agencies
1. As a member of the CO management team, ensures the strategic direction of
operations focusing on achievement of the following results:
Ensure quality control and full compliance of operations management with UN/UNDP
operations rules, regulations, policies and procedures, implementation of corporate
operational strategies. Contributing to the CO Integrated Work Plan (IWP), establishment
of management targets for the CO Balanced Scorecard (BSC) and regularly monitoring
achievement of results.
Establishment of collaborate arrangements with partners and appropriate operational
CO operational business processes mapping and establishment of internal Standard
Operating Procedures (SOPs) in Finance, Human Resources Management,
Administrative, Procurement, Logistical and ICT services as and when needed.
Ensure full compliance of SOPs with the corporate UNDP Internal Control Framework
(ICF). Constant monitoring and analysis of the operating environment, timely
readjustment of the CO specific ICF to ensure compliance with the corporate ICF and
operations policies and procedures, advice on operational legal considerations and risk
Knowledge building and sharing with regards to operations management in the CO,
organization of the trainings for the CO staff, UNDP projects and UN Agencies on
operations policies and procedures, synthesis of lessons learnt/best practices, and sound
contributions to UNDP knowledge networks and communities of practice.
2. Ensures effective and accurate financial resources management and supervision of
the Finance team focusing on achievement of the following results:
Proper planning, expenditure tracking and audit of financial resources, including
Management Budgets and extra-budgetary income in accordance with UNDP rules and
Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions
approvals, bank reconciliation. Approval of pending disbursements as the “third authority”
(cheques, bank transfers, EFT). Approval of bank reconciliations.
Organization of cost-recovery mechanisms for CO services provided to projects and UN
Agencies, including ensuring preparation of proforma invoices for UN agencies.
Organization and oversight of CO cash management processes, 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.
Monitoring of financial exception reports for unusual activities, transactions and
investigation of anomalies or unusual transactions. Provision of information to
supervisors and other UNDP staff at HQ of the results of the investigation when
satisfactory answers are not obtained.
Member of bank signatory panel.
Transaction and stop payment approval on internet banking system.
All financial transactions are identified, recorded and verified in compliance with IPSAS
as outlined in the corporate policies and procedures.
3. Ensures strategic human resources management and supervision of the HR team
focusing on achievement of the following results:
CO compliance with corporate human resources policies and strategies.
Advising Senior Management on optimal staffing of the Country Office and UNDP
Oversight of recruitment processes in accordance with UNDP rules and regulations,
appropriate use of different contractual modalities, contracts management, OM
performing the function of HR Manager in Atlas.
Establishment and maintenance of the proper performance management and staff
4. Ensures provision of effective and efficient general administrative support services
and supervision of the Administrative team focusing on achievement of the following
CO compliance with corporate administrative rules and regulations.
Elaboration and implementation of the control mechanism for administrative services,
proper assets management, proper inventory control, fleet management and other
administrative services. Ensure full compliance with IPSAS in the accounting for the
Establishment and maintenance of the proper travel management processes for CO,
UNDP projects and UN Agencies.
Certification of administrative reports ensuring accuracy and conformance with
administrative rules and regulations, including DSA, Place-to-place and other surveys.
5. Ensures provision of efficient procurement and logistical services and supervision
of the Procurement team focusing on achievement of the following results:
CO compliance with corporate procurement rules and regulations and elaboration of the
CO procurement strategies including sourcing strategy, supplier selection and
evaluation, quality management, customer relationship management, e-procurement
promotion and introduction, performance measurement.
Elaboration 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, OM
acting as Manager Level 2 in Atlas for Purchase orders approvals and Vendor approver.
Serve as a member and/or alternate Chairperson of the CO Contracts, Assets and
Procurement Committee (CAP).
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.
6. Ensures forward-looking information and communication management and
supervision of ICT team focusing on achievement of the following results:
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.
Maintenance of a secure, reliable infrastructure environment for ICT and adequate
planning for disasters and recoveries.
Identification and 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.
7. Ensures proper common services organization and management, establishment of
partnerships with other UN Agencies focusing on achievement of the following results:
Ensures provision of common services on behalf of UNDP and harmonized business
practices, which includes common services and common premises, to ensure the
efficiency and effectiveness of UN operations in country..
Ensure elaboration of the UNDP strategic approach for implementation of common
services in line with the latest developments in common services and the best practices.
Proper planning and tracking of common services budget and of Agencies contributions
to the common services account.
Represent UNDP CO in Operations Management Team (OMT), being active part of OMT
to ensure that a common framework of operations is established at the country level to
support programmatic issues, including development of common management practices,
and common support services, ensure exchange of information among operation
managers to better understand the systems and procedures of the different agencies.
IV. Impact of Results
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:
General administrative support services
Procurement and logistical services
Common Services and the implementation of the UN agenda on common services
and joint procurement.
V. Competencies and Critical Success Factors
Level 2: Identifying and building partnerships
Effectively networks with partners seizing opportunities to build alliances
Identifies needs and interventions for capacity building of counterparts, clients and
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work
Promoting Organizational Learning and Knowledge Sharing
Level 2: Developing tools and mechanisms
Participates in the development of mechanisms, including identifying new approaches to
promote individual and organizational learning and knowledge sharing using formal and
Job Knowledge/Technical Expertise
Level 2: In-depth knowledge of own discipline
Understands advanced aspects of primary area of specialization as well as the fundamental
concepts of related disciplines (financial resources and human resources management,
contract, asset and procurement, information and communication technology, general
Continues to seek new and improved methods and systems for accomplishing the work
of the unit
Keeps abreast of new developments in area of professional discipline and job knowledge
and seeks to develop him/herself professionally
Demonstrates comprehensive knowledge of information technology and applies it in work
Continually looking for ways to enhance financial performance in the office
Promoting Organizational Change and Development
Level 2: Assisting the individuals to cope with change
Performs appropriate work analysis and assists in redesign to establish clear standards
Design And Implementation of Management Systems
Level 2: Designing and implementing management system
Makes recommendations regarding operation of systems within organizational units
Identifies and recommends remedial measures to address problems in systems design or
Level 2: Contributing to positive outcomes for the client
Anticipates client needs
Demonstrates understanding of client’s perspective
Solicits feedback on service provision and quality
Promoting Accountability and Results-Based Management
Level 2: Input to the development of standards and policies
Provides inputs to the development of organizational standards for accountability
Building support and political acumen
Building staff competence, creating an environment of creativity and innovation
Building and promoting effective teams
Creating and promoting enabling environment for open communication
Creating an emotionally intelligent organization
Leveraging conflict in the interests of UNDP & setting standards
Sharing knowledge across the organization and building a culture of knowledge sharing
and learning. Promoting learning and knowledge management/sharing is the
responsibility of each staff member.
Fair and transparent decision making; calculated risk-taking
UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance
VI. Recruitment Qualifications
Master’s Degree in a relevant field, preferably in Business
Education: Administration, Public Administration, or Finance.”
Or a Bachelor’s degree plus an extra two years of experience in
addition to the minimum required experience for the post.
Experience: A minimum 5 years of relevant experience at the national or
international level in operational management, including 2-3
years of senior-level management responsibilities of similar size
and complexity providing management advisory services and/or
managing staff and operational systems and establishing inter-
relationships among international organization and national
governments. Experience in the usage of computers and office
software packages, experience in handling of web based
management systems and ERP systems, preferably
Experience of accrual accounting, IPSAS or IFRS is highly
Language Requirements: Fluency in Russian and English required. Working knowledge
of Kazakh an advantage.
VII. Signatures- Job Description Certification
Incumbent (if applicable)
Name Signature Date
Name Signature Date
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