Project Operations Specialist – P3  

BACKGROUND

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

The Merged Areas Governance Programme (MAGP) is a comprehensive governance initiative that focuses on technical assistance and implementation support to the Government of Khyber Pakhtunkhwa (GoKP) in the integration of the Merged Areas (MAs) (ex-FATA) in three main areas: (1) accelerated development with an emphasis on the delivery of basic services; (2) border governance and connectivity; and (3) support to local governance. Under its new project document signed on December 15, 2022, MAGP has mobilized additional resources, stepping up its delivery by 150% under its approved Annual Workplan in 2023 and aiming for a further increase in 2024.To fulfill its commitments to the GoKP and key development partners, MAGP will have to explore innovative systemic solutions and new operational modalities to support the implementation of an expanded and evolving programme structure. 

Against this background, MAGP is looking for Operations Specialist (OS) who will support the MAGP Team in addressing operational challenges related to Programme implementation and further development. The Operations Specialist will be responsible for the successful and timely management of all operational processes. The OS will demonstrate a client-oriented approach, tact, and ability to work with people of different cultural backgrounds. The OS will endeavor to support MAGP Programme both in delivering faster and in delivering smarter, ensuring a high return on investment. 

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.

DUTIES & RESPONSIBILITIES

This position will report to the MAGP Programme Manager and will work in close coordination with the CO Operations Manager. The international OS will supplement the existing operational capacity in MAGP and will pay a leading role regarding all aspects of MAGP operational management, including support to CO and MAGP in designing an innovative delivery structure based on international best practice. S/he will ensure a high-performance standard based on the strategic management of financial and human resources, efficient procurement and logistical services, all consistent with UNDP rules and regulations. The MAGP OS will work in close collaboration with the CO and other UNDP project teams, as well as development partners in support of achieving MAGP objectives and the implementation of the UNDP Pakistan CPD.

Key duties and accountabilities include:

Implementation of an effective and efficient operational structure that ensures client-oriented delivery:

• Ensures full compliance of operations with UN/UNDP rules,regulations, policies, and the InternalControl Framework (ICF).
• Helps develop appropriate tools to deliver operational services within the required time frame.
• Responsible for leading a setup of an appropriate monitoring system for the service requests in order to excel in client support.
• Helps set up effective systems for frequent communication with the implementation team on progress with respect to service requests.
• Supports the development of an operational structure for MAGP that is fit for purpose and has effective systems for performance monitoring.
• Identifies bottlenecks and operational solutions to operational obstacles in full compliance of operations with UN/UNDPrules, regulations, policies, and Internal ControlFramework (ICF).
• Support MAGP programme management in developing systems that can effectively identify and oversee risks to ensure dynamic and effective risk management to make risk-informed and timely decisions.
• Reviews operational policies and advises on policies and SOPs which will ensure accountability and speed of implementation, with high client satisfaction.

Implementation of a risk-assessed and accurate financialresource management system:

• Ensures implementation of existing systems and helps develop effective internal controls, such as maintenance of the internal expenditures control system, and financial recording/reporting system.
• Proper management of the contributions management business process and accounting for contributions to ensure that the money due to MAGP programme is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation.
• Working closely with the programme team, helps further develop planning and expenditure tracking of financial resources and monitoring of financial delivery against work plans and preparation of relevant periodic reports.

Implementation of systems that ensure strategichuman resources management:

• Ensures compliance with UNDP rules and regulations for recruitment and human resource management for the project.
• Prepares the MAGP recruitment plan and develops job descriptions and Terms of Reference for required staffing. Advises MAGP Programme Manager on the utilization of appropriate contractual modalities to ensure quality assurance and risk management.
• Supports recruitment processes as needed, working closely with the UNDP Pakistan CO HR unit and GSSC to ensure timely recruitment of programme personnel.

Ensures the provision of efficient procurement, logistical, and administrative services:

• Leads MAGP compliance with corporate rules and regulations related to procurement and logistics.
• Advises on procurement strategies, including sourcing strategy, supplier selection and evaluation, and quality management.
• Reviews terms of reference to ensure the quality of inputs  and consistency with selected procurement strategy.
• Organizes preparation of an annual procurement plan, with an indicative list of goods and services as identified in the annual work plan, in collaboration with the procurement specialist.
• 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

Other duties:

• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the MAGP programme and the Organization.

Supervisory/Managerial Responsibilities: 

• Project Operations Specialist supervises and manages project operations personnel. 

QUALIFICATIONS

Education:

• Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field is required, or
• A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• Certifications in Administration and Procurement is desirable
• Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.

Experience, Knowledge, and Skills:

• Minimum of 5 years (with a Master’s degree) or 7 years (with a Bachelor’s degree) of relevant experience at the national or international level in providing management advisory services and/or managing operational systems and establishing relationships with international organizations and national governments.
• Experience in developing and implementing strategic operational structures is desirable.
• Experience in managing financial systems, HR, and procurement is an asset.
• Knowledge and understanding of UN rules and regulations is desirable.
• Experience in the use of computers, office software packages (MS Word, MS. Excel, MS Power point etc.), and web-based management systems such as ERP
• Experience and good knowledge of accrual accounting, IPSAS or IFRS is highly desirable.

Language Requirements:

• Fluency in written and oral English language is required. 
• Knowledge of another UN language and /or Urdu or Pashto is desirable.

COMPETENCIES

Core Competencies: 

• Achieve Results: LEVEL3: 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 complexproblems
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences.
• Adapt with Agility: LEVEL 3: Proactively initiateand champion change,manage multiple competing demands
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greaterresults
• Engage and Partner: LEVEL 3: Political savvy,navigate complex landscape, championinter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefitsof diverse workforce and champion inclusivity

People Management Competencies:

• UNDP PeopleManagement Competencies can be foundin the dedicated site.

Cross-Functional & Technical Competencies: 

Business Direction & Strategy: System Thinking

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist withinan overall process or system, and to considerhow altering one element can impact on other parts of the system

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: Customer Satisfaction/ClientManagement

• Ability to respond timelyand 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 Management: Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messagesand choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management: Portfolio Management

• Ability to select, prioritise and control the organization’s 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: Risk Management

• Ability to identify and organize action around mitigating and proactively managing risks

Finance: Budget Management

• Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Note: Please upload copies of your academic qualifications and 3 latest performance evaluations (if applicable). 

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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.

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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.

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