Background
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Organizational Context
The Governance
for Local Economic Development Programme (GLED) will serve as UNDP’s
umbrella delivery programme for strengthening local governance
capacities and improving socio-economic opportunities in vulnerable
regions in the country.
While still in the design stage, it is envisaged that GLED will comprise of 4 main pillars:
- Improving local capacity (District and Provincial) for planning and managing service-delivery;
- Increasing
the skills, abilities and opportunities of vulnerable communities to
participate in local planning and decision making;
- Enabling vulnerable groups to engage in sustainable local economic development initiatives; and
- Ensuring policy makers and development partners are aware of the practices and lessons learned generated by the programme
Under
the overall supervision of the GLED Programme Manager the Programme
Operations Specialist is responsible for ensuring smooth operations of
the GLED 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 Project
Manager on readjustment of the operations to take into account changes
in the operating environment as required.
She/He will directly
supervise any project staff recruited for the GLED 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.
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Duties and Responsibilities
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Functions / Key Results Expected
Summary of Key Functions (details shown below)
- 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
- Performance of any other tasks assigned by the supervisor.
As
member of the GLED 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
- Provision
of advice on strategies, policies and plans affecting GLED 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, Logistical 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, while performing the
function of Manager Level 2 or 3 in UNDP’s financial management system
(Atlas) for vouchers and Purchase Orders.
- 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 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 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 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.
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 Programme, in accordance with UNDP policies and
procedures.
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Competencies
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Corporate Competencies:
- Demonstrates integrity by modeling 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 favoritism
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, general administration
- Ability to lead
business processes re-engineering, implementation of new systems
(business side), and affect staff behavioral/ 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 good oral and written communication skills
- 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 humored even under pressure
UNDP Certification in Procurement (Level II) required or else should acquire such certification within 3 months of assignment.
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Required Skills and Experience
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Education:
- Master’s Degree in Business Administration, Economics or other Social Sciences from an accredited University is required.
Experience:
- 5
to 7 years experience at the national and/or international level in the
area of Operations Management. Prior experience with UNDP/UN system
would be an advantage.
- At least 3 years experience as a
Manager of operations functions, or hands-on experience leading HR,
Finance, Procurement, ICT or Administration functions.
Language Requirement:
- Demonstrates strong oral and written English communication skills, along with Tamil and/or Sinhala.
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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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