Operations Advisor

Under the overall guidance and supervision of the Resident Representative (RR), the Operations Advisor acts as an advisor to Senior Management on all aspects of Country Office (CO) management and operations in a large office faced with a high number of external risks and internal challenges. This includes strategic and accountable management of financial and human resources, efficient procurement and logistical services, ICT, and common services consistent with UNDP rules and regulations. The Operations Advisor’s primary role is to lead, constantly manage risks, evaluate, and adjust the operations of the Country Office to ensure accountable and consistent service delivery and smooth functioning of the CO programmes and projects.   

The Operations Advisor leads and guides the CO Operations Team and promotes collaboration within the team, and with programme staff and other UN Agencies using a client-oriented approach. The Operations Advisor works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQ and regional bureau staff, and Government officials to successfully deliver the country programme. Accordingly, the Operations Advisor leads the Operations Team of [36] staff and personnel covering a broad range of responsibilities and grades; oversees the operations of a field office in Cox’s Bazar; and manages Common Services with a USD 3 million budget per annum supporting 21 resident and non-resident UN Agencies. 

The Advisor ensures efficient and optimum utilization of the new ERP (Quantum) by developing the capacity of UNDP personnel and reengineering the business processes as required.

UNDP adopts an integrated and adaptive programming approach (including portfolios) 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/interventions in multidisciplinary teams in order to enhance and enable horizontal collaboration.  

Duties and Responsibilities:

Summary of key functions:

• Leading and advising on the strategic direction of operations
• Oversight of  day-to-day management of the operations team
• Ensure support to Field Offices and other clients
• Management of security of UNDP personnel and assets 

As a member of the CO management Team, leads and advises on strategic direction of operations and risk-informed management:

• Ensures compliance of operations with UN/UNDP rules, regulations, and policies and Internal Control Framework (ICF).
• Implementation of corporate operational strategies, establishment of management targets, and monitoring achievement of results.
• Manage, develop, and coordinate operational strategies, policies, and plans affecting CO operations, delivery of practice advisory services, knowledge and learning services.
• Leads the establishment of and continuous maintenance of efficient CO business processes and standardized internal Standard Operating Procedures along with Key Performance Indicators in Oversight and Risk Mitigation, Procurement, Human Resources, Finance, Logistical and ICT services, and Results Management.
• Advises 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 the Operations team.
• Monitoring, projection, and analysis of the operating environment, quick readjustment of the operations, advises on legal considerations, risk assessment, and mitigation measures.
• Advise and support the RR and DRR in maintaining oversight of high-risk projects and portfolios, and risks of high severity emanating from projects and portfolios, and the various risks assessment tools, to ensure necessary and timely follow-up action.
• Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff training, synthesis of lessons learned/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
• Guides and ensures effective performance management and staff learning to motivate and promote organizational excellence in the CO.
• Lead and provide oversights to day-to-day management of the Operations team

Human resources management and overall supervision of the HR team:

• Ensures CO compliance with corporate human resources policies and strategies;
• Guides and advises senior management in ensuring optimal organizational structure of HR unit to ensure effective HR operations in line with UNDP’s People’s Strategy 2030;
• Strategic guidance and oversight of human resources management geared to meet the objectives of the country programme and evolving needs of the CO, including recruitment processes and performance management systems, ensuring the link of job design with recruitment, performance management, and career development;
• Provides overall guidance to HR Analyst and the team, ensuring learning culture and competencies are implemented in CO, and proper onboarding and offboarding procedures are followed in line with SOPs.

Strategic resources management and overall supervision of the Finance team:

• Oversees the effective budgeting and management of CO resources;
• Guides finance team, ensuring timely and quality disbursement services are provided to clients;
• In close coordination with other operational teams, monitors and ensures the effective management of Delivery Enabling Services (DES/DPC)  funds cost-recovery for the services provided by the CO to projects and other UN Agencies in line with Service Level Agreements(SLAs);
• Establishes and supervises implementation of adequate internal controls to ensure the integrity of financial transactions and systems;
• Monitors and supervises the implementation of the integrated planning, budgeting, and utilization of resources in line with established policies and procedures;
• Organizes and provides 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.
• Serves as a member of the bank signatory panel.
• Ensures all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures

Required Skills and Experience:

Education:

• Advanced university degree (Master’s Degree or equivalent) in Business Administration, Public Administration, Management, Economics, or related field is required. Or
• A first-level university degree (bachelor’s degree) in the areas stated above,  in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Minimum ten (10) years (with master’s degree) or 12 years (with bachelor’s degree)  of senior-level working experience in operations is required.
• Hands-on experience in managing complex operations, programme support, and operational systems in a large country setting is required.
• Experience of working in crisis and/or complex country situation is required.
• Demonstrated ability in effective people management and leading large, diverse teams is required.
• Managerial experience in finance, human resources and/or procurement in a developing country context is required.
• The ability to establish and maintain effective working relationships with stakeholders, government counterparts, and international organizations is desirable.
• Demonstrated knowledge of UNDP programme and project management policies and procedures is desirable.
• Experience in the usage of computers and office software packages, as well as experience in handling web-based management systems and Oracle Cloud, is required.
• Good knowledge of accrual accounting, IPSAS is desirable.

Language:

• Fluency in written and spoken English is required.
• Working knowledge of another UN language is desired.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/24045