Operations Advisor – P5

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience, and resources to help people build better lives. UNDP is on the ground in about 170 countries and territories, working with national counterparts on solutions to global and national development challenges.

In the programme countries, UNDP supports stabilization, state-building, governance, and development priorities in partnership with the host governments, the United Nations system, the development partners, and other partners to help the country achieve sustainable development by eradicating poverty in all its forms and dimensions accelerating structural transformations for sustainable development and building resilience to crises and shock.

In addition, UNDP now has the mandate to support SDG Integration to ensure faster progress on sustainable development and offers support in four areas, (1) integrated policy and programming solutions, (2) SDG metrics, data and analysis using state-of-the-art tools for modelling and forecasting, (3) knowledge and innovation and (4) SDG financing options to help countries identify innovative ways to expand public and private contributions to reach the 2030 agenda.

Specifically in Bangladesh, during this programme cycle 2022 – 2026, the country programme envisions that the people of Bangladesh – especially the most vulnerable – contribute to and benefit equitably from the integrated social, environmental and economic dimensions of sustainable and inclusive development. To that end, the country programme is supporting three strategic priorities of the United Nations Sustainable Development Cooperation Framework: (a) inclusive and sustainable economic development; (b) a sustainable, healthy and resilient environment; and (c) transformative, participatory and inclusive governance.

Position Purpose

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

1) 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.

2) 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

Procurement, administration, and logistical services management and overall leadership of the Procurement team:

• Ensures CO compliance with corporate rules and regulations in the field 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;
• Management of the CO contract strategy, including tendering processes and evaluation, managing the contract and contractor, and legal implications;
• Oversight of procurement processes and logistical services in accordance with UNDP procurement principles, rules, and regulations;
• 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.

Information and communication management and supervision of the ICT team

• Ensure ERP functionality is used for improved business results and improved client services.
• Identify opportunities and ways of converting business processes into digital/web-based systems to address the issues of efficiency and full accountability.
• Maintain a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Update the ICT Disaster Recovery Plan on a regular basis.
• Identify and promote different systems and applications, including digitalization, for optimal content management, knowledge sharing, information provision, and learning, such as e-registry and web-based office management systems.

Audit

• Oversees CO audits (management and project/portfolio) and takes responsibility for effective follow-up and implementation of all audit issues; ensures full compliance with audit requirements and recommendations.

Enterprise Risk Management:

• Guides the DRR in identification, costing, management, and mitigation planning and, as required, escalating country-level risks and the implementation of the risk management strategy in order to deliver country programme results and achieve impact. She/he works closely with the CO team to ensure risks are accurately costed, and risk treatments are up to date, implemented, and on track.

Management and implementation of corporate performance tools:

• Responsible for monitoring the implementation of corporate performance tools for programme and operational effectiveness, the establishment of management targets, and monitoring the achievement of results, which includes but not limited to the Integrated Financial Dashboard, payroll dashboards, Key Performance Indicators etc
• Ensure CO HACT compliance in close collaboration with programme and operations teams.

General administration:

• 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.

3) Ensures support to Field Offices and other clients, i.e., UN agencies (Common Service) and RCO, and guides proper common services organization and management:

• Ensure that CO Field Offices are provided with quality services by all operations units.
• 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.
• Oversees efficient provision of client-oriented transactional services in human resources, finance, procurement, and administration to UN agencies.
• Ensures proper planning and tracking of the common services budget and Agencies’ contributions to the common services account.
• Contributes to Operations Management Team (OMT) activities, including risk management.

4) Ensures management of security of UNDP personnel and assets:

• Ensures day-to-day UNDP security compliance and efficient implementation of UNDP safety and security matters.
• Represents UNDP in SMT if requested by the Resident Representative, and is responsible for efficient implementation in UNDP of security measures agreed in the SMT and for compliance with security policy.
• Ensures that Business Continuity Planning is in place and tested to ensure the operability of UNDP in all circumstances.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Supervisory/Managerial Responsibilities: Supervise and manage National Officers, General Services Staff, PSA holders and contractors of the Integrated Operations Team.

Competencies

Core Competencies:

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.

People Management

UNDP People Management Competencies can be found in the dedicated site.

Cross Functional and Technical Competencies:

Business Direction & Strategy – System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Direction & Strategy – Negotiation and Influence: Ability to reach an understanding, persuade others, resolves points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‘win-win’ situations.

Business Management – Portfolio management: Ability to select, prioritise and control the organizations programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimising return on investment.

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 Management – Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Business Management – Customer satisfaction/ client management:

• Ability to respond in a timely manner and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the customers’ needs. Provides inputs to the development of customer service strategy. Looks for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

2030 Agenda: Engagement & Effectiveness – Crisis management / Country Management Support: Crisis coordination.

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.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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