Operations Manager_FTA Local_NOC_Tunis - TUNISIA

Job Description

BackgroundUNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.Job Purpose and Organizational ContextUnder 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 and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent services 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 and Government officials to successfully deliver operations services.Duties and Responsibilities

• Ensuring strategic direction of operations
• Financial resources management and supervision of the Finance team
• Human Resources Management and supervision of the HR 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:

• 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, Human Resources Management, Procurement, Logistical 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, organization of the operations staff trainings, 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 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.
• Optimal staffing of the office and projects.
• 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. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.

4.) 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 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.

5.) 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.

6.) 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.

CompetenciesExpected Demonstration of CompetenciesCoreAchieve Results:LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impactThink Innovatively:LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problemsLearn ContinuouslyLEVEL 3: Create and act on opportunities to expand horizons, diversify experiencesAdapt with Agility LEVEL 3: Proactively initiate and champion change, manage multiple competing demandsAct with Determination LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater resultsEngage and PartnerLEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaborationEnable Diversity and InclusionLEVEL 3: Appreciate benefits of diverse workforce and champion inclusivityPeople Management UNDP People Management Competencies can be found in the dedicated site.Cross-Functional & Technical competenciesThematic AreaNameDefinitionBusiness ManagementOperations ManagementAbility to effectively plan, organize, and oversee the organization?s business processes in order to convert its assets into the best results in the most efficientmanner. Knowledge of relevant concepts and mechanismsBusiness ManagementPartnerships ManagementAbility to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policiesBusiness ManagementResults-based ManagementAbility to manage programmes and projects with a focus at improved performance and demonstrable resultsBusiness ManagementRisk ManagementAbility to identify and organize action around mitigating and proactively managing risksBusiness ManagementCustomer Satisfaction/Client ManagementAbility to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients immediate requests. Ability to anticipate clients upcoming needs and concerns.Business ManagementResource ManagementAbility to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrityBusiness ManagementChange ManagementAbility to prepare, support, and help individuals and teams in designing and implementing organizational change CommunicationRequired Skills and ExperienceEducationMaster?s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.Bachelor?s degree in Business Administration, Public Administration, Finance, Economics degree or related field in combination with 7 years of qualifying experience is accepted. Experience, Knowledge, and SkillsList:

• 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/ 7 Years of relevant experience for bachelor?s Holders.
• 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.
• UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance is an asset
• Fluency French and English and working knowledge of Arabic

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.DisclaimerFemale candidacies are strongly encouraged.Important applicant informationAll posts in the NO categories are subject to local recruitment.Applicant information about UNDP rostersNote: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP

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