Programme Operations Specialist - UNDP (Apply by: 6 June 2014)

Location :            Colombo, SRI LANKA

Application Deadline :  06-Jun-14

Additional Category       Management

Type of Contract :            Service Contract

Post Level :         SB-4

Languages Required :

Starting Date : (date when the selected candidate is expected to start) 01-Aug-2014

Duration of Initial Contract :       One Year

Background

The Governance for Local Economic Development Programme (GLED) – Support to District Development Programme (SDDP) will serve as one of UNDP’s umbrella delivery programme for strengthening local governance capacities and improving socio-economic opportunities in identified vulnerable regions of the country.

The Project will comprise of 4 main outputs

Vulnerable Groups enabled to engage in sustainable local economic development initiatives;

Local level governance institutions plan and manage service delivery with increased effectiveness and inclusiveness;

Policy makers and development partners have an increased knowledge on good practices and lessons learned on local economic development and local governance to policy decisions;

Vulnerable communities have increased skills and ability to participate in local governance activities.

Under the overall supervision of the GLED-SDDP Programme Manager the Programme Operations Specialist is responsible for ensuring smooth operations of the GLED-SDDP Programme.  He/she is responsible for strategic financial and human resources management, efficient procurement and logistical services, and ICT and to ensure consistency of operations with UNDP rules and regulations. The incumbent sets policies and methods to maximize the Programme performance in operations, demonstrating capacity for innovation and creativity and providing advice to the GLED-SDDP Project Manager on readjustment of the operations to take into account changes in the operating environment as required.

She/He will directly supervise project staffs recruited for the GLED-SDDP Operations Unit, and will work closely with the field based project staff.  The Programme Operations Specialist will help build and maintain strong working relations with project partners including vendors and contractors, government counterparts and private sector and development partners.

Duties and Responsibilities

Summary of Key Functions

• Ensuring strategic direction of operations;
• Financial resources management;
• Human Resources Management;
• Efficient procurement and logistical services;
• Information and communication management;
• Common services organization and management, establishment of partnerships with other UN Agencies;
• Perform any other tasks assigned by the supervisor.

As a member of the GLED-SDDP management team, ensures the strategic direction of operations focusing on achievement of the following results:

• Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets, and monitoring achievement of results;
• Supervision of staff within the Operations Unit of GLED-SDDP;
• Provision of advice on strategies, policies and plans affecting GLED-SDDP operations, delivery of practice advisory, knowledge and learning services;
• Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements;
• Programme business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistics and ICT services Results Management;
• 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 Programme, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

Ensures effective and accurate financial resources management focusing on achievement of the following results:

• Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations;
• Accurate planning, forecasting and reporting of Programme income;
• Organization and oversight of risk assessment, timely accounting and reconciliation of all transactions;
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.

Ensures strategic human resources management focusing on achievement of the following results:

• Ensure compliance with corporate human resources policies and strategies;
• Maintain optimal staffing of the GLED-SDDP Programme;
• Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development.

Ensures efficient procurement and logistical services management focusing on achievement of the following results:

• Compliance with corporate rules and regulations in the field and management of the GLED-SDDP procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Management of the GLED-SDDP 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, whilst also acting as Manager Level 2 or 3 in Atlas for Purchase orders approvals;
• Proper management of UNDP assets, facilities and logistical services.

Ensures forward-looking information and communication management 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.

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

• Elaboration of the strategic approach to implementation of common services in line with the UN reform, the latest developments in common services and the best practices;
• Performing any other tasks assigned by the supervisor.

Impact of Results

The key results will support the smooth functioning of the finance, procurement, recruitment, logistics, transport and administrative functions of the GLED-SDDP Programme, in accordance with UNDP policies and procedures.

Competencies

Corporate Competencies:

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability;
• Treats all people fairly without favouritism.

Functional Competencies:

Knowledge Management and Learning

• Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example;
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Ability to lead strategic planning, results-based management and reporting;
• Ability to lead formulation and monitoring of management projects;
• Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, and general administration;
• Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioural/ attitudinal change.

Management and Leadership

• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates openness to change and ability to manage complexities;
• Leads teams effectively and shows mentoring as well as conflict resolution skills;
• Demonstrates strong oral and written communication skills;
• Remains calm, in control and good humoured even under pressure.

Required Skills and Experience

Education:

Master’s Degree in Business Administration, Management, Economics or other Social Sciences from an accredited University is required;

UNDP Certification in Procurement (Level II) required or else should acquire such certification within 3 months of assignment.

Working Experience:

Minimum 5 years’ experience at the national and/or international level in the area of Operations Management, including a minimum of 3 years’ experience as a Manager of operations functions, or hands-on experience leading HR, Finance, Procurement, ICT or Administration functions would be desirable. Prior experience with UNDP/UN system would be an advantage.

Language Requirement:

Demonstrates strong oral and written communication skills in English, along with Tamil and/or Sinhala.

UNDP 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.

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