Operations Specialist

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. 
Under the broader framework of the SDGs and in line with the UN Sustainable Development Cooperation Framework (UNSDCF), UNDP Tajikistan continues to deliver on its key strategic priorities within its Country Programme for the period 2023-2026, namely: (i) Sustainable, inclusive and green economic growth, (ii) Integrated management of climate and environmental risks, and (iii) people-centred governance and advancing rule of law.  

In achieving the above, UNDP supports the acceleration of Tajikistan’s industrialization, economic productivity and competitiveness, trade, innovative entrepreneurship while ensuring that growth is risk-informed and inclusive.
UNDP continues to invest in Tajikistan’s growth in a sustainable manner and to strengthen resilience to climate change through advancing climate change adaptation (CCA), mitigation and disaster risk reduction (DRR).

UNDP invests in improving access to rights and services through strengthening effective, inclusive and accountable governing institutions, promoting a transparent, gender-sensitive and digitalized public administration with innovative solutions.  UNDP focuses on the advancement rule of law and access to justice and facilitates people’s meaningful participation – in particular, women and youth – in decision-making to promote equality and social cohesion at local level.

Country office operations pillar is responsible for providing comprehensive, high quality client-oriented services in full compliance with relevant corporate rules and regulations.
 

Job Purpose

Under the overall guidance and supervision of the Deputy Resident Representative, the Operations Specialist advises Senior Management on various aspects of the programming management and operations of the Country Office (CO) including services to other agencies. 
The Operations Specialist is responsible for dispensing strategic, timely and effective operational guidance and coordination in the areas of procurement, human resources management, financial services, general administration, logistical services, travel/protocol and Information and Communication Technology. 
The Operations Specialist oversees the consistent delivery of services to CO, UNDP programmes and projects and UN common services, as appropriate and in accordance with UNDP’s rules and regulations. 
The incumbent supports the Deputy Resident Representative in setting policies, procedures and methods to maximize the CO performance in operations demonstrating capacity for innovation and creativity in a dynamic and evolving operating environment.
 

1.)   Ensure the operational development and coordination/implementation of the operations and programme management support teams focusing on achievement of the following results:

• Oversees the Programme Management and Operations teams in support of the operationalization of the UN Country Framework, ensuring an efficient and client-oriented team, optimally aligned to operational, programme and project implementation activities;
• Ensures compliance of operations with UN/UNDP rules, regulations and policies, instituting quality assurance and internal control framework mechanisms, risk mitigation and implementation of corporate operational strategies;
• Engages in the development, quality assurance and coordination of IWPs, ROARs and other corporate planning and results reporting exercises ensuring the application of results and rights based practices, tools, management targets and monitoring and evaluation strategies;
• Guides the establishment of continuous maintenance of efficient CO business processes mapping, comprehensive workstreams and standardized internal Standard Operating Procedures along with key performance indicators in Oversight and Risk Mitigation, Procurement, Human Resources, Finance, Logistical and ICT services;
• Audit focal point and coordination of actions across various audit-mandated and compliance tasks, as required.
• Support and advocates for the development and management of new and innovative operational business practices and activities through the provision of coordinated intelligence and guidance to Operations team;
• Constant monitoring, projection and analysis of the operating environment and raises awareness of legal considerations, risk assessment and mitigation measures;

2.)   Oversees and facilities strategic human resources management and overall supervision of the HR team focusing on achievement of the following results:

• Guides the teams in ensuring optimal staffing, succession planning of the office and projects while ensuring compliance with corporate HR policies, guidelines and strategies;
• Supports management on the development of a culture of talent management and capacity development within the CO and in project development to foster ownership of all policies and procedures;
• Strategic guidance and oversight of recruitment processes and performance management systems ensuring linkage of job design with recruitment, performance and career development;
• Supports effective performance management and staff development to promote organizational excellence throughout the office;
• Provides overall guidance to HR team ensuring learning culture is implemented in CO as well as proper onboarding and offboarding procedures are followed in line with SOPs;

3.)   Oversees the strategic core resources management and overall management of the Finance team focusing on achievement of the following results:

• Manages the effective budgeting and financial management of CO resources;
• Provides guidance to CO management on financial sustainability of the office
• Guide finance team ensuring timely and quality disbursement services is provided to clients
• Monitors and ensures the effective management of DPC funds, cost-recovery for the services;

4.)   Ensures efficient procurement, administration and logistical services management and provides overall leadership of the Procurement team focusing on achievement of the following results:

• Elaboration to the strategic approach and management of the implementation of common services in line with current common service best practices. 
• Ensures CO compliance with corporate rules and regulations and management of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Implements rigid oversight mechanism for procurement processes and logistical services in accordance with UNDP rules and regulations;
• Oversees the proper management of UNDP facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets.

5.)   Ensures forward-looking and strategic deployment of information and communication management and leadership of ICT team focusing on achievement of the following results:

• Maintains a secure, reliable infrastructure environment for ICT and ensures adequate risk mitigation strategies;
• Identification of opportunities and ways of converting business processes into web-based systems, and leveraging enterprise resource planning (ERP) 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 CO Business Continuity Plan is updated and tested on regular basis.

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.

Supervisory/Specialist Responsibilities:

• The Operations Specialist directly supervises Programme management support, Procurement, Logistics, HR, Finance, Administration and ICT units.

• 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
   

• Business direction and strategy: Business acumen:   • Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. • Knowledge and understanding of the operational frameworks in the organization and ability to make good judgements and quick decisions within such frameworks.
• Business direction and strategy: Effective decision making   • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
• Business direction and strategy: Negotiation and influence:   • Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‘win-win’ situations.
• Business management : Resource management:  • Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
• Business Management: Operations management:  • Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.  • Knowledge of relevant concepts and mechanisms
• Business development: Knowledge facilitation:  • Ability to animate individuals and communities of contributors to participate and share, particularly externally.