Under the overall guidance and the supervision of the Deputy Resident Representative, the Operations Manager (Analyst) manages the operational team and is responsible for the effective delivery of operational services. These include the management of the CO’s logistics and procurement, finances and human resources, ICT, and the support to UN system common services consistent with the UNDP rules and regulations. In close collaboration with the DRR and the UNDSS, the incumbent is entrusted with the coordination and day to day oversight of security matters in the CO.
The incumbent will also be entrusted with the identification of opportunities for collaboration and mainstreaming of operational activities with other COs and the Panama Regional Hub if needed. In this regard the incumbent will engage in the identification of outsourcing options to the Hub or other COs in the region. .
The Operations Manager, as a supervisor of the operations team in the CO, promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. She/he ensures the smooth functioning of the CO/programmes/project operations, as well as the consistent delivery of services performing ongoing analysis and readjustment of the operations taking into account emerging needs and changes in the UNDP office in Bolivia.
The incumbent also works in close collaboration with the programme team, HQs and Regional Centre staff, government counterparts and other UN agencies to ensure the successful and efficient implementation of operational policies, procedures and audit recommendations.
Summary of key functions:
- Implementation of operational strategies
- Management of financial processes.
- Management of HR processes (internal and projects)
- Management of procurement and logistics
- Management of Information and communication technologies services.
- Support to common services organization and management, and collaboration with the establishment of partnerships with other UN Agencies
1 Ensures the elaboration and implementation of efficient and mainstreamed operational strategies focusing on the achievement of the following results:
- Full compliance of operations activities with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC), office budget (IWP), and monitoring of achievement of results.
- In close consultation with the PMSU Unit, manages collaboration arrangements especially those appertaining to financial arrangements with current and potential partners, and client relationship management system for resource mobilization purposes and appropriate operational partnership arrangements.
- Analyzes CO business processes mapping and operating environment and contributes to internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services. In this regard the incumbent will identify possible opportunities in tandem with Regional Centre for the outsourcing of Operational activities or the engagement of collaborative processes that reflect substantial cost reductions and efficiency improvements.
- Monitoring timely readjustment of the operations in collaboration with HQs and Regional Centre, and provides inputs on legal considerations and risk assessment. .
- Ensures facilitation of knowledge building and sharing with regards to operations processes in the CO, highlighting lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
- Manages and approves ATLAS user profiles, ensuring total compliance with ICF.
- Identify conflicts of interests, violations of the office internal control framework and reports in a timely fashion through established channels
2 Manages and guides financial processes for the CO focusing on achievement of the following results:
- Implementation of proper planning, budgeting, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
- Performance of Senior Manager role in Atlas for voucher and Treasury transactions approvals, bank reconciliation, etc. Approval of pending disbursements as the “third authority” (checks, bank transfers, EFT), approval of bank reconciliations
- Management of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring the timely preparation of pro-forma 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 investigations.
- 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.
- Will be the focal point for all OMT related activities such as HACT, CO Audit, MOSS & MORSS and Common premises.
3 Manages the implementation of human resources processes (internal and projects) focusing on achievement of the following results:
- CO compliance with corporate human resources policies and strategies.
- Management and optimization of office work spaces.
- Optimal staffing of the office and projects and compliance with established working hours.
- Timely 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.
- Completion of proper performance management and staff development systems.
- Implementation of the Universal Access strategy on learning coordinating access of the staff to role appropriate learning activities in close supervision of the HR Associate/ Learning Manager.
4 Manages and guides procurement and logistical services focusing on achievement of the following results:
- CO compliance with corporate rules and regulations in the field and contributes to the 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.
- Contributes to the elaboration of the CO contract strategy including tendering processes and evaluation, LTA`s, guiding the management of contracts and contractor and legal implications.
- Supervision of procurement processes and logistical services in accordance with UNDP rules and regulations, OM acting as Senior Manager in Atlas for Purchase orders approvals and overseeing vendor management.
- 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 Supervises the provision of information and communication technologies services focusing on achievement of the following results:
- Use of Atlas functionality for improved business results and improved client services.
- Analyzes and identifies opportunities to ameliorate business processes into web-based systems to enhance efficiency and accountability and ensure the maintenance of a secure, reliable ICT infrastructure environment and adequate planning for recoveries.
- Research and identification of systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.
6 Supports common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
- Maintenance of coordinating machinery to assist in the implementation of activities on common services and implementation of the UN reform incl. UN standard operating procedures.
- Implementation of harmonized approach to common services management with analysis of requirements and elaboration of proposals on common services based on best operational practices
- Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
- Support the Deputy Resident Representative in its Security Focal Point role.
Functional Competencies:
Building Strategic Partnerships
Level 1.2: Maintaining a network of contacts
- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
- Establishes and nurtures positive communication with partners
Promoting Organizational Learning and Knowledge Sharing
Level 1.2: Basic research and analysis
- Generates new ideas and approaches, researches best practices and proposes new, more cost effective ways of doing business
- Documents and analyses innovative strategies and new approaches
- Identifies and communicates opportunities to promote learning and knowledge sharing
Job Knowledge/Technical Expertise
Level 1.2: Fundamental knowledge of own discipline
- Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Analyzes requirements and synthesizes proposals
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.2: Basic research and analysis
- Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives and optimize business processes
- Gathers and analyses feedback from staff
Design And Implementation of Management Systems
Level 1.2: Research and analysis and making recommendations on management systems
- Maintains information/databases on system design features
- Develops simple system components
Client Orientation
Level 1.2: Establishing effective client relationships
- Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Actively supports the interests of the client by making choices and setting priorities to meet their needs
- Anticipates client needs and addresses them promptly
Promoting Accountability and Results-Based Management
Level 1.2: Basic monitoring
- Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
Core Competencies:
- Supervisory and leadership skills
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
- UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance
Education:
- Masters Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field
Experience:
- At least 2 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing 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.
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: 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 at the same grade level and with similar job description, experience and educational requirements.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
Contract Duration: 1 Year with possibility for extension