Operations Manager

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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
        Administrative team
       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
    partnership arrangements.
   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
    development systems.

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
    Asset Management.
   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:
         Financial services
         Human Resources
         General administrative support services
         Procurement and logistical services
         ICT
         Common Services and the implementation of the UN agenda on common services
            and joint procurement.

V. Competencies and Critical Success Factors

Functional Competencies:

Building Partnerships

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
        potential partners
    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
        informal methodologies

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
        for implementation

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

Client Orientation

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

Core Competencies:

        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
Chief Division/Section

Name                        Signature                       Date


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