Operations Manager (Nationals only)

UNDP aims to deliver development impact in most efficient and effective manner, through ensuring coherence among its diverse activities, coordination with its partner entities, development and alignment with its strategic vision and roadmap, and compliance with established programmatic and operational standards.

UNDP Country Office in Indonesia seeks to strengthen the overall management performance and oversight of the UNDP Country Programme and projects to ensure sound programme management and quality of development results in line with the Country Programme Document 2021-2025.

Operations Managers coordinate comprehensive operations and implementation support workstreams, with emphasis on accelerating the speed and improving the quality of client-oriented services, by analyzing gaps and bottlenecks and devising new and better ways of working. They leverage UNDP’s web-based management systems, performance tracking tools, global service centers for financial and other operational support services, and links to the UNDP Bangkok Regional Hub and other HQ units to ensure optimal positioning of the operational capacities of their country office

In close cooperation with the UNDP Programme teams and other Country Office units, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Admin Services, Common Services, and Human Resources support. This includes a focus on collaboration, innovation, speed and administrative efficiency as well as advisory services for enhanced planning. 

The unit contributes to a collective engagement with other teams, partners, and clients to offer timely, well-planned, and efficient services that meet the standard and requirements of UNDP policies and procedures. Through cross-unit collaboration, the teams harness innovation and digital solutions, while fostering an environment of continuous learning.

Position Purpose

Under the guidance of the Resident Representative (RR) and the direct supervision of the Deputy Resident Representative (DRR), the Operations Manager acts as an advisor to Senior Management on all aspects of CO management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Operations Manager leads and guides the Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQ staff, UNDP GSSC, and Government officials to successfully deliver operations services.

• The Operations Manager leads the implementation of operational services with an approach that fosters innovation, foresight, and ensures the relevance and quality of operational services to all clients, while assuming calculated risks.
• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
• Establishment of collaborative arrangements with potential partners, a Client Relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements to establish and maintain strong client-orientation and services.
• CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services, and in line with GSSC services.
• Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
• Advise senior management on key strategic operations issues and escalate matters of substantial operational risk or threat accordingly, including common services clients.
• Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
• Play a key role in the development and implementation of Business Continuity Plans.
• Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
• Escalate to senior management matters of risk or threat to the client/inter-agency relationships.
• Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
• Implementation of UN Joint UN Business Operating Strategy (BOS) and making active contributions to UN interagency working groups for operational reforms to enhance efficiency and effectiveness.
• Liaise with the Security function in UNDSS and UNDP to ensure compliance with MOSS and RSM requirements.

Ensure effective and accurate financial resources management and oversight of the Finance team.

• Enable proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations and in line with GSSC services.
• Foster proper management of the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation. 
• Approver role in the ERP for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations.
• Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
• Organization and 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, security for cash assets on site.
• Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained.
• Member of bank signatory panel.
• Transaction and stop payment approval on internet banking system.
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
• Act as focal point for HACT Implementation

Ensure strategic human resources management and oversight of the HR team.

• Ensures the implementation and compliance with corporate human resources policies and the People for 2030 strategy.
• Optimal staffing of the office and projects.
• Oversight of recruitment processes in accordance with UNDP rules and regulations and in line with GSSC services, appropriate use of different contractual modalities, contracts management.
• Establishment and maintenance of the proper performance management and staff development systems. 
• Implementation of the learning strategy ensuring access of the staff to role appropriate learning activities.

Ensure efficient procurement and logistical services and oversight of the Procurement team.

• Oversees CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
• Leads the elaboration of the CO 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, and with the respective approval rights in the ERP as per Internal Control Framework.
• Guides the proper management of UNDP assets, facilities, and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization, and disposal of the CO’s assets.

Ensure forward-looking ICT and Digital services and oversight of the ICT team.

• Fosters the use of digital tools to enhance effectiveness, efficiency, sustainability and transparency 
• Oversees the use of the ERP functionality for improved business results and improved client services.
• Guides the identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability by the ICT team.
• Ensures the maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
• Identification and 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.

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

Supervisory/Managerial Responsibilities: As a team leader, the incumbent also helps drive integration of work at all levels, from the overall direction by setting to ideas generation, design, implementation to reporting on results, driving and developing partnerships, collaboration across teams, and contributing to the communication for development results. They supervise a diverse team with various profiles and manages the deployment of additional long and short-term expertise when required.

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 & Technical competencies (insert up to 7 competencies) 

• Business Direction & Strategy – Strategic Thinking
  • Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions 
  • Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP
• Business Management – Partnerships Management
  • Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
• Business Management – Change Management
  • Ability to prepare, support, and help individuals and teams in designing and implementing organizational change 
• Business Direction & 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
• HR – Recruitment – Recruitment design and management
  • Knowledge of, ability to design and manage end to end recruitment processes 
• Business Management – Communication
  • 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
• Business Development – Integration within the UN
  • Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations