Agency

UNDP

Title

Operations Manager NOC Rwanda Nationals Only

Job ID

34405

Practice Area - Job Family

Management

Vacancy End Date

31/01/2021

Time Left

39d 19h 43m

Duty Station

Kigali, Rwanda

Education & Work Experience

I-Master's Level Degree - 5 year(s) experience

Languages

English

French

Grade

NOC

Vacancy Type

FTA Local

Posting Type

External

Bureau

Africa

Contract Duration

1 Year with possibility for extension

Operation Manager FTA

Background

1. Context

Under the guidance of DRR, the Operations Manager acts as an advisor to Senior Management on all aspects of CO management and operations. This includes strategic financial, efficient administration and logistical services, ICT, and common services consistent with UNDP rules and regulations. The Operation Manager will also have an oversight function for the HR and Procurement team.  The main role is to lead the operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent, effective, and efficient service delivery, and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Operations Manager leads and guides the Country Office (CO) Operations Team and fosters collaboration within the team, with programme staff 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, GSSC staff and Government officials to successfully deliver operational services. Be responsible to oversee operations meetings and work plans closely. The Operations Manager will also play a key supporting role in managing and overseeing the effective UNDP clustering transition and implementation for the CO.

Duties and Responsibilities

11. Duties and Responsibilities

Functions / Key Results Expected

Summary of Key Functions:

• Ensuring strategic direction of operations
• Financial resources management and supervision of the Finance team
• Efficient logistical services and supervision of the administration team
• Information and communication management and supervision of ICT team
• Oversee the HR Team
• Oversee the Procurement Team
• Common services organization and management, establishment of partnerships with other UN Agencies
• Represent UNDP in OMT and act as focal person for clustering services of operations processes to GSS

1. As a member of the CO management team, OM ensures effective and accurate Financial Resources Management, efficient administration services, Logistical services, ICT, Protocol, and Registry services management focusing on achievement of the following results

• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC), and monitoring of achievement of results.
• Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes, and appropriate operational partnership arrangements.
• CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Logistical, administration and ICT services.
• Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
• Knowledge building and sharing with regards to management and operations in the CO, 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 extra-budgetary income in accordance with UNDP rules and regulations.
• Proper management of the contribution’s 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.
• 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 provision of efficient administration and logistical services and supervision of the administration team   focusing on achievement of the following results:

• CO compliance with corporate rules and regulations in the field and elaboration of the CO administration strategies.
• Oversight of administration processes and logistical services in accordance with UNDP rules and regulations.
• 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.

4. 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.

5. Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

• Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
• Elaboration of the 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.

6. Ensures provision of efficient Support of procurement focusing on achievement of the following results:

• CO compliance with corporate rules and regulations in the field 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.
• 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.

7. Ensures provision of efficient Support of HR focusing on achievement of the following results:

• Oversee the provision of Human Resources Management services for the HR team.
• Oversee the country Office compliance with corporate human resources policies and strategies.
• Oversee optimal staffing of the Office and projects.

Competencies

111. Competencies and Selection Criteria

Core:

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 remove barriers

People Management:Ability to improve performance and satisfaction

Level 5: Models high professional standards and motivates excellence in others

Communication: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

Technical/Functional

Results-Based Programme Development and Management:Contributing to results through provision of information

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Building Strategic Partnerships: Identifying and building partnerships:Identifying and building partnerships

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Innovation and Marketing New Approaches:Developing new approaches

Level 5:Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Resource Mobilization:Implementing resource mobilization strategies

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Job Knowledge/Technical Expertise:In-depth knowledge of the subject matter

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Client Orientation:Contributing to positive outcomes for the client

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

V1. Recruitment Qualifications

Education:

• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field or a professional accounting qualification from an internationally accredited institute of accountancy ACCA, CPA etc.;
• Those with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage. UNDP Advanced Accountancy and Finance Test is required for those without professional accounting certification.
• Professional Certifications in Finance, administration, logistics and asset management are added advantages.

Experience:

• 5 years of relevant experience at the national or international level in 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 PeopleSoft.
• Experience of accrual accounting, IPSAS or IFRS is highly desirable. 

Language Requirements:

• Fluency in the UN and national language of the duty station.

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