Back Operations Manager (Nationals Only) (Open for all Applicants)

Background

UNDP Rwanda is embarking on a new strategic phase with the rollout of its Country Programme Document (CPD 2025-2029), which is fully aligned with the UN Sustainable Development Cooperation Framework (UNSDCF) and designed to support Rwanda's National Strategy for Transformation (NST2) and Vision 2050 which aspires to transition Rwanda into a high-income, climate-resilient, and carbon-neutral economy by 2050. Despite the country's remarkable achievements in socioeconomic progress, critical challenges such as multidimensional poverty, persistent inequality, and systemic opportunity disparities remain barriers to inclusive and sustainable development. The CPD is structured around two transformative pillars: (i) Environment and Economic Transformation, focusing on nature-positive solutions, and (ii) Transformational Governance. 

This job description is a direct response to UNDP’s improved business model in Rwanda. It envisions a new office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners.

The new structure defines the skillsets required to position UNDP in the new country context, adding substantive value through thought leadership and innovation, mobilizing strategic resources and ensuring projects are implemented in a smooth, efficient and transparent manner. This also entails engaging on the most pressing and transformational development challenges of the country.

Through its portfolio, the Country Office (CO) has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications, and efficient operations. The new structure will strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.

Position Purpose

Under the overall guidance of the Resident Representative (RR) and direct supervision of the Deputy Resident Representative (DRR), the Operations Manager acts as an advisor to Senior Management on all aspects of Country Office (CO) management and operations. This includes strategic management of financial and human resources, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The Operations Manager’s main role is to lead, constantly evaluate, and adjust the operations of the Country Office to ensure consistent services delivery and smooth functioning of the CO programmes and projects. 

The Operations Manager leads and guides the (CO) Operations Team and fosters collaboration within the team, and with programme staff and other UN Agencies using 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 HQ staff and Government officials to successfully deliver the country programme.

The Operation Manager will navigate the complexities of the operation unit with dexterity, ensuring that the internal processes are not only efficient but also responsive to the dynamic external environment. By skillfully bridging the internal and external, support the ability to achieve the UNDP's mission.

As an Operations Manager at UNDP Rwanda office, you will be ensuring the optimal and efficient functioning of internal operations, whilst connecting with broader operating environment. A vital part of the role will be to drive results by managing the diverse teams - Finance, Procurement, Information Technology, and Human Resource - with your leadership fostering a collaborative and productive environment.

The expertise of the Operation Manager will empower the office to meet strategic goals effectively, instill a results-oriented culture, and deliver commitment to the UNDP values. The skills of the Operation Manager will directly translate into significant impact, making a difference in the organization and ultimately, contributing to the improvement of lives globally. Join us and help drive change through effective operational leadership.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Incumbent is expected to display innovation, initiative, and a strong client orientation that encourages and rewards the timely delivery of services for all clients and partners. S/he might be required to undertake emerging tasks and additional duties as requested by direct supervisor or senior management.

Key Duties and Accountabilities

1. As a member of the CO management team, ensures the strategic direction of operations

• Ensure full compliance of operations with UN/UNDP rules, regulations, policies, and Internal Control Framework (ICF);
• Implement corporate operational strategies. Establish management targets (BSC); and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required; 
• Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships and resource mobilization purposes; 
• Ensure mapping of CO business processes, and establishment of internal Standard Operating Procedures (SOPs) for Finance, Human Resources Management, Procurement, ICT, Logistic, Protocol, Travel and Transportation Management Services; 
• Support senior management in identifying and overseeing risks to ensure dynamic and effective risk management in the CO and to make more risk-informed and timely decisions. Monitor and analyze the operating environment; undertake risk analysis related to operations for discussion with the DRR and RR, as appropriate; and make timely readjustment of operations services, considering advice on legal considerations; 
• Ensure systematic adherence to UNDP policies, procedures, and corporate guidance on enterprise risk management in the CO and at the project level. Participate in the appraisal of projects to provide operational input that includes formulating risk management plans and anticipating cost of risks during the project design phase;
• Ensure relevant colleagues and stakeholders from both programme and operations are consulted in the identification, costing, and management of risks for the programme, all projects, and portfolios in the office/unit when applicable; 
• Ensure knowledge building and sharing about management and operations in the CO, coordination of staff learning needs, and consolidation of lessons learnt/best practices;
• Provide sound contributions to UNDP knowledge networks and communities of practice.

  2. Ensure effective, risk-informed, and accurate financial resources management and supervision of the Finance team

  • Ensure proper planning of CO financial resources, tracking and recording of expenditures in compliance with IPSAS, and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;
  • Oversee the contributions 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; 
  • Perform appropriate delegations in ERP for voucher and Treasury transactions approvals and bank reconciliation. Approve bank reconciliations and pending disbursements as the “third authority” (cheques, bank transfers, EFT); 
  • Organize cost-recovery mechanisms for CO services provided to projects and UN Agencies that includes ensuring timely preparation of proforma invoices for UN agencies;
  • Organize and provide 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, and security for cash assets on site;
  • Monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. Ensure appropriate CO and UNDP HQ staff are informed of the results of the investigation when satisfactory answers are not obtained;
  • Serve as member of bank signatory panel;
  • Ensure transaction and stop payment approval on internet banking system;
  • Ensure all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

    3. Ensure strategic human resources management and supervision of the HR team

    • Ensure CO compliance with corporate human resources policies and strategies;
    • Advise on optimal staffing of the office and projects;
    • Provide oversight for recruitment processes and appropriate use of different contractual modalities in accordance with UNDP rules and regulations;
    • Establish and maintain proper performance management and staff development systems, ensuring staff access to role appropriate learning activities.

      4. Ensure provision of efficient procurement, logistical and administrative services, and supervision of the Procurement team

      • Ensure CO compliance with corporate rules and regulations related to procurement and logistics;
      • Develop CO procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system;
      • Develop CO procurement plan and ensure proper contract management, anticipating potential litigations; 
      • Oversee procurement processes and logistical services in compliance with procurement principles and guidelines;
      • Ensure proper management of UNDP assets, facilities and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the CO’s assets.

        5. Ensure forward-looking information and communication management and supervision of ICT team

        • Ensure ERP functionality is used for improved business results and improved client services;
        • Identify opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
        • Maintain a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Update the ICT Disaster Recovery Plan regularly;
        • Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry and web-based office management system, etc.

          6. Ensure proper common services management and establishment of strong collaboration with other UN Agencies

          • Elaborate strategic approach for implementation of common services in line with the latest developments in common services and best practices;
          • Ensure proper planning and tracking of common services budget and of Agencies' contributions to the common services account;
          • Contribute to Operations Management Team (OMT) activities including the area of risk management.

            Competencies

            Core Competencies

            📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

            ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

            • Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact;
            • Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems;
            • Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences;
            • Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands;
            • Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results;
            • Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration;
            • Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity.

              People Management

              UNDP People Management Competencies can be found in the dedicated site.

              Cross-Functional/Technical competencies

              Business Direction & Strategy

              • System Thinking
                • Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system;
                • Strategic Thinking
                  • Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions;
                  • Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.

                    Business Management

                    • Resource Management
                      • Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
                      • Portfolio Management
                        • Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.
                        • Operations Management
                          • Ability to effectively plan, organize, and oversee business processes in order to convert assets into the best results in the most efficient manner;
                          • Knowledge of relevant concepts and mechanisms.

                            Procurement

                            • Procurement Management
                              • The ability to acquire goods, services or works from an outside external source.

                                Finance

                                • Accounting (General)
                                  • Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

                                    Requirements

                                    Education:

                                    • Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field is required, or;
                                    • A first-level university degree (bachelor’s degree) in a relevant field in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree. 

                                      Experience:

                                      • Minimum of 5 years (with master’s degree) or 7 years (with bachelor’s degree) of progressively responsible experience in managing operational systems and functions, including finance, procurement, HR, logistics, administration, and ICT is required;
                                      • Proven experience in leading large and diverse teams, including direct supervision of multiple functional units and cross-cutting operational teams is required;
                                      • Demonstrated ability to develop and implement operational systems, including Standard Operating Procedures (SOPs), process improvement initiatives, and internal control mechanisms is desired;
                                      • Hands-on experience with enterprise resource planning (ERP) systems (e.g., Oracle, SAP, Quantum) and digital tools for operations management, including finance, HR, and procurement modules is desired;
                                      • Proven track record of managing operations in complex institutional environments, including coordination with internal and external stakeholders such as government entities, development partners, or multilateral organizations is desired.

                                        Language Requirements:

                                        • Fluency in English required;
                                        • Fluency in the national language of the duty station is required for local staff (Kinyarwanda and/or Kiswahili)

                                          Equal opportunity

                                          As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

                                          UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

                                          Sexual harassment, exploitation, and abuse of authority

                                          UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

                                          Probation

                                          For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

                                          Right to select multiple candidates

                                          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.

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