Mozambique’s northernmost province of Cabo Delgado has faced issues of exclusion and marginalization historically. Cabo Delgado Province ranks 11th out of the country’s 11 provinces on the Human Development Index (HDI), making it the poorest province in terms of multidimensional poverty. Both the incidence and the intensity of multidimensional poverty in Cabo Delgado are the highest in the country (61% - against the national average of 46%- and 47% respectively). The province has the second largest proven and commercially viable natural gas fields in Africa. The start of gas extraction was expected for 2023 with expectations to boost Mozambique’s GDP. The situation in the Cabo Delgado province, however, deteriorated rapidly in 2020, against the backdrop of an escalating violent insurgency by non-state armed groups, compounded by a fragile situation of chronic underdevelopment, consecutive climatic shocks
Following UNDP Surge mission in March 2021, UNDP developed its vision and programmatic offer for Cabo Delgado. UNDP’s vision is that people in Cabo Delgado achieve peaceful coexistence, recover from the crisis, and free themselves from extreme poverty and exclusion. To achieve this vision, a three-pronged strategic approach will be applied, which includes stabilization, socio-economic recovery and transformational change, all taking place simultaneously. Stabilization will lay the foundation of risk-informed development; it involves activities such as reasserting rule of law and law enforcement functions of the State, rehabilitating essential infrastructure and revitalizing local economic activities.
UNDP will concurrently start stabilization interventions in northern districts, most affected by violence and insecurity. Through its overall response, UNDP will not only address the current needs of the communities but will also seek to address the fundamental multi-dimensional root causes of fragility in the region and redress the development deficits throughout its approach, to “build forward better”. To support the implementation of this programmatic offer, UNDP is establishing a sub-office in Pemba.
In doing so, the Pemba suboffice will, in a phased manner over 2021 and 2022, take over the direction and management of the project office established since 2019 in Beira in the central province of Sofala. The project office in Beira is linked to the implementation of the Mozambique Recovery Facility (MRF) in both the Sofala and the Cabo Delgado provinces, deploying reconstruction and recovery interventions developed following the widespread devastations caused by Cyclones Idai and Kenneth in 2019. The MRF was defined on the basis of the results of the Post Disaster Needs Assessment (PDNA) and the Disaster Recovery Framework (DRF), funded through a multi-donor Basket Fund as an agile tool to implement short-to-long term recovery activities that will contribute to addressing the root causes of vulnerability and build resilience to future disaster.
Under the overall guidance of the Resident Representative and the direct supervision of the Head of the Pemba Sub-Office, the Operations Manager acts as an advisor to the Head of the Sub-Office on all aspects of management and operations in the Sub-Office (SO) and Beira Project Office (BPO). The Operations Manager is responsible for financial and human resources management, efficient procurement and logistical services, provision of ICT and other administrative services. The Operations Manager ensures consistent services delivery to the SO and BPO and UNDP programmes and projects. The incumbent implements policies and methods to maximize the SO and BPO performance in operations demonstrating capacity for innovation and creativity and providing advice to Management on readjustment of the operations to consider changes in the operating environment as and when needed.
The Operations Manager leads and guides the Operations Teams and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams, operations staff in other UN Agencies, and Government officials to successfully deliver operations services.
1. As a member of the SO management team, ensures the strategic direction of operations focusing on achievement of the following results:
- Ensures full compliance of operations with UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
- Successfully manages operational support by provision of advice on strategies, policies and plans affecting SO operations based on business principles.
- Establishes collaborative arrangements with potential partners for resources mobilization purposes and appropriate operational partnership arrangements.
- Under the guidance of the Head of SO, responsible for business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services and Results Management.
- Sets and monitors targets for operational efficiency and ensures the constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.
- Knowledge building and sharing with regards to management and operations in the SO, 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, Strategic Human Resources management, efficient Procurement and Logistical services management focusing on achievement of the following results:
Financial Management
- Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations,
- Performance of Manager Level 1 or 2 (as delegated) in ATLAS for financial transactions approvals (vouchers, Purchase Orders), bank reconciliation. Approval of pending disbursements as the third authority (cheques, bank transfers, EFT)
- Proper management of the contributions management business process and accounting for contributions to ensure that the money due to the SO is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation.
- Organization and oversight of SO cash management processes, including liquidity management, recommendation of imprest level, petty cash management, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
- Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff of the results of the investigation when satisfactory answers are not obtained.
- Ensures the financial integrity of the SO through appropriate controls and reporting structures; manages the SO audit exercise; follow up on necessary training and orientation.
- Ensures cost-recovery system for the services provided by the SO to projects or other agencies.
- All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
Human Resources Management
- SO compliance with corporate human resources policies and strategies.
- Ensures optimal staffing of the sub-office and projects.
- Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contract management, OM performing the functions of HR Manager in ATLAS.
- Ensures maintenance of the proper performance management and staff development systems.
- Reviews training needs for SO staff, develops a training plan and makes recommendations to Management for its implementation taking into consideration resources available.
Procurement and Logistical Services
- SO compliance with corporate rules and regulations in the field and management of the SO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
- Management of the SO 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 1 or 2 (as delegated) in Atlas for Purchase orders approval and requisitions.
- Manage the provision of support services, including travel and logistics, visas and office premises for the Sub-Office.
- Supervision of vehicle fleet management.
- Management of UNDP assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the SO’s assets.
- Proper management of SO facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the SO’s assets.
- Works closely with the Global Shared Services Centre (GSSC) in Kuala Lumpur.
3. Ensures forward-looking information and communication management and supervision of ICT Team focusing on achievement of the following results:
- Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries.
- 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.
- 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.
- Identify office technology needs and oversee maintenance of equipment, software and systems.
- Ensures SO Business Continuity Plan is updated and tested on regular basis.
4. Supports establishment of partnerships with other UN Agencies at the field level focusing on achievement of the following results:
- Provides leadership in overseeing effective provision of services to counterparts including fair and transparent procurement, efficient logistics and sound financial management as well as the consistent application of UNDP rules and regulations.
5. Ensures safe working conditions through adherence to UNDP security management in the field and focusing on the following results:
- Works closely with UNDSS to ensure security of Sub-Office staff and premises, in particular, supports the implementation of UNDP MOSS/MORSS compliance.
- Administers the staff security arrangements and provisions.
Core
Innovation
- Ability to make new and useful ideas work;
- Level 6: Exercises stakeholder-centered design approaches for office / programme / division.
Leadership
- Ability to persuade others to follow;
- Level 6: Ensures teams are resourced for success and empowered to deliver.
People Management
- Ability to improve performance and satisfaction;
- Level 6: Guides substantive specialists / teams and expands credibility and innovation capacity.
Communication
- Ability to listen, adapt, persuade and transform;
- Level 6: Creates confidence among stakeholders by delivering authoritative positions, compelling analysis, and contextual acumen.
Delivery
- Ability to get things done while exercising good judgement;
- Level 6: Accepts accountability for the outcomes of programme delivery and facilitates improvement and innovation in the delivery of products and services.
Strategic Planning
- Ability to make decisions that align with strategy, vision, and mission.
Operational Effectiveness
- Ability to identify and execute opportunities to improve operational efficiency.
IT Continuity and Disaster Recovery
- Ability to manage IT continuity and disaster recovery.
Collaboration & Partnership
- Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support. Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP.
Security & Safety
- Knowledge of the UN Security Management System (UNSMS) and UNDP's role in addressing security issues.
Education:
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
- Minimum of 10 years of relevant experience 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:
- Proficiency in English is required. Working knowledge of Portuguese is desirable, but not required.
Other:
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Contract Duration: 1 Year with possibility for extension