Operation Specialist

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The Republic of Djibouti has an estimated population of 989,115 inhabitants in 2020 for an area of 23,200 km2. Djibouti is a pole of stability in the heart of the Horn of Africa where regional political, security and socio-economic instability, large flows of populations on the move, climatic hazards, and the increase in international crime, are sources of significant concern.

Based on the UN Development Assistance Framework extended from 2018 to 2024 in line with Djibouti Vision 2035 and the National Development Plan 2022-2024, UNDP Country program CPD was extended to 2024. The main objective of UNDP Djibouti country program is to accelerate the achievement of sustainable development goals. It tackles the interrelated challenges of development, climate risks and challenges through climate change adaptation and climate change mitigation, innovative and inclusive financing, building humanitarian-development-peace nexus, assistance and resilience and seeks to reduce poverty, gender inequalities, geographic inequalities, and exclusion. It promotes environmental sustainability and resilience through integrated strategies. It supports the most vulnerable and strengthens national institutional capacities for inclusive growth, poverty reduction, prevention of violent extremism, climate action, and strengthening social cohesion.

Under the direct guidance and supervision of Resident Representative, the incumbent would work closely with the Operations team and act as an advisor to Senior Management on all aspects of Country Office (CO) management and operations. 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. 

Summary of Key Functions:

• Ensure efficient operations management and Internal Control Framework (ICF) compliance
• Ensure effective financial management, common services and resources managements 
• Ensure efficient procurement and travel management and logistical support
• Support Human Resources management, logistics, and knowledge sharing

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

• 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. 
• Implement corporate operational strategies, and provide advice on strategies, policies and plans affecting CO operations. Establish management targets; and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required.
• 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.
• 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.
• Support to effective quarter-end and year-end closures.
• Monitor financial/budget data including seed funding expenditures, identify issues and signal to the Programme Manager potential risks.
• Constant monitoring, projection and analysis of the operating environment and raises awareness of legal considerations, risk assessment and mitigation measures;
• Approving Manager L2 in Quantum

2.) Ensure effective financial management, common services and ressources managements

• 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.
• Manages the effective budgeting and financial management of CO resources and common services project
• Oversee CO audits (management and NIM) and work with the DRR and PSU to ensure implementation of audit recommendations.
• Ensure timely completion of corporate exercises such as Annual Representation, Business Continuity Plan, and preparation of IWP of the Institutional Budget component (IB).
• Organize cost-recovery mechanisms for CO services provided to projects and UN Agencies that includes ensuring invoicing for services and common services biills are timely sent to agencies and payment made to enable smooth operations of the common services and facilities
•  Provides guidance to CO management on financial sustainability of the office. 
• Guide finance team ensuring timely and quality disbursement services are provided to clients and compliance with POPP. 
• Organize and provide oversight of CO cash management processes, including liquidity management, recommendation of impress level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, and security for cash assets on site.
• Serve as member of bank signatory panel.

• 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.
• Monitor procurement plans including ICT equipment to optimize highest cost savings.
• Assist in Managing procurements, and to ensure compliance with UNDP corporate procurement rules and regulations. 
• Manage travel budgets and expenditures and ensure travel entitlements are compliant with UNDP travel policies;
• Ensure proper management of UNDP assets, facilities, logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization, and disposal of the CO’s assets.

• Guides the teams in ensuring optimal staffing, succession planning of the office and projects while ensuring compliance with corporate HR policies, guidelines and strategies.
• 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.
• Full participation of Quantum training, providing assistance to staff where required working with HR colleagues
• 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. 

• Advanced university degree (master’s degree or equivalent) in business administration, Public Administration, Finance, Economics, or closely related field is required. OR

• A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

 Experience, Knowledge, and Skills

• Minimum 5 years ( with Master’s degree) or 7 years (with bachelor’s degree) of progressive experience at the national or international level in providing management advisory services and/or managing staff and operational areas focusing on procurement and finance management. 
• Good Knowledge/Training of Quantum is an asset.
• Completion of recognized certification program on project management and/or financial management/accounting is an asset.
• Extensive knowledge/experience of UNDP policies, procedures, and practices could be an asset.
• Working experience in programme/project management is desired.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP
• Experience and good knowledge of accrual accounting, IPSAS or IFRS is highly desirable.
• Fluency in French, both written and oral and local language is required. 
• Working knowledge of another UN language (English, Spanish) is an asset.

Expected Demonstration of Competencies

Achieve Results:

Think Innovatively:

Learn Continuously

Adapt with Agility 

Engage and Partner

Enable Diversity and Inclusion

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media, and other appropriate channels

Ability to effectively plan, organize, and oversee the Organization’s business processes to convert its assets into the best results in the most efficient manner.

Knowledge of relevant concepts and mechanisms

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.

Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

Business Direction & Strategy