BACKGROUND
UNDP is the United Nations' global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. It is on the ground in about 170 countries, working on solutions to global and national development challenges. UNDP China’s work for 2021-2025 is structured around three pillars that are aligned with the Strategic Plan (SP), the UN Sustainable Development Framework (UNSDCF) and China’s national priorities:
Pillar 1. High-quality development centred on people;
Pillar 2. A healthier planet and resilient environment; and
Pillar 3. China as a partner for global development and South-South cooperation
In this context, the operations team is responsible for planning and management of financial, human, and administrative resources including efficient procurement and logistical service, information communications and technology, the effective and efficient delivery of essential operations services to support programme development
Position Purpose :
Under the overall guidance of the Resident Representative (RR) and direct supervision of the Deputy Resident Representative (DRR), the Operations Manager acts as an advisor to Senior Management on all aspects of Country Office (CO) management and operations. This includes strategic management of financial and human resources, efficient administration, procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The Operations Manager’s main role is to lead, constantly evaluate, and adjust the operations of the Country Office to ensure consistent services delivery and smooth functioning of the CO programmes and projects.
The Operations Manager leads and guides the (CO) Operations Team and fosters collaboration within the team, and with programme staff and other UN Agencies using 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 and Government officials to successfully deliver the country programme.
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
As a member of the CO management team, ensures the strategic direction of operations.
Ensure full compliance of operations with UN/UNDP rules, regulations, policies, and Internal Control Framework (ICF).
Implement corporate operational strategies. Establish management targets (BSC); and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required.
Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships and resource mobilization purposes.
Ensure mapping of CO business processes, and establishment of internal Standard Operating Procedures (SOPs) for Finance, Human Resources Management, Procurement, ICT, Logistic, Protocol, Travel and Transportation Management Services.
Support senior management in identifying and overseeing risks to ensure dynamic and effective risk management in the CO and to make more risk-informed and timely decisions. Monitor and analyze the operating environment; undertake risk analysis related to operations for discussion with the DRR and RR, as appropriate; and make timely readjustment of operations services, considering advice on legal considerations.
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.
Ensure relevant colleagues and stakeholders from both programme and operations are consulted in the identification, costing, and management of risks for the programme, all projects, and portfolios in the office/unit when applicable.
Ensure knowledge building and sharing about management and operations in the CO, coordination of staff learning needs, and consolidation of lessons learnt/best practices.
Provide sound contributions to UNDP knowledge networks and communities of practice.
Ensure effective, risk-informed, and accurate financial resources management and supervision of the Finance team.
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.
Oversee 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.
Perform appropriate delegations in ERP for voucher and Treasury transactions approvals and bank reconciliation. Approve bank reconciliations and pending disbursements as the “third authority” (cheques, bank transfers, EFT).
Organize cost-recovery mechanisms for CO services provided to projects and UN Agencies that includes ensuring timely preparation of proforma invoices for UN agencies.
Organize and provide 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.
Monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. Ensure appropriate CO and UNDP HQ staff are informed of the results of the investigation when satisfactory answers are not obtained.
Serve as member of bank signatory panel.
Ensure transaction and stop payment approval on internet banking system.
Ensure all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures
Ensure strategic human resources management and supervision of the HR team.
Ensure CO compliance with corporate human resources policies and strategies.
Advise on optimal staffing of the office and projects.
Provide oversight for recruitment processes and appropriate use of different contractual modalities in accordance with UNDP rules and regulations.
Establish and maintain proper performance management and staff development systems, ensuring staff access to role appropriate learning activities
Ensure provision of efficient procurement, logistical and administrative services, and supervision of the Procurement team:
Ensure CO compliance with corporate rules and regulations related to procurement and logistics.
Develop CO procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system.
Develop CO procurement plan and ensure proper contract management, anticipating potential litigations.
Oversee procurement processes and logistical services in compliance with procurement principles and guidelines.
Ensure proper management of UNDP assets, facilities and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the CO’s assets.
Be responsible for overall management of office premises including lease contract, building maintenance, renovation, repair and etc.
Management of cost share on common space and service for use of UNDP premises by other agencies;
Foster energy saving and implement green office policy.
Supervise the out-sourced security guarding service, cleaning, maintenance and gardening teams to ensure effective and efficient services be provided
Management of CO travel including travel advice on route, mode of transportation, standard accommodation, verification and approval travel request.
Ensure forward-looking information and communication management and supervision of ICT team:
Ensure ERP functionality is used for improved business results and improved client services.
Identify opportunities and ways of converting business processes into 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 regularly.
Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry and web-based office management system, etc.
Ensure proper common services management and establishment of strong collaboration with other UN Agencies:
Elaborate strategic approach for implementation of common services in line with the latest developments in common services and best practices.
Ensure proper planning and tracking of common services budget and of Agencies' contributions to the common services account.
Contribute to and implement Operations Management Team (OMT) activities and Business Operations Strategy (BOS) workplan including the area of risk management.
Supervisory/Managerial Responsibilities: Supervise and manage UNDP Country Office operations staff
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
Functional & Technical competencies:
Business direction and 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 - 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 - 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/Client Management : 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 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 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.
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 combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Experience:
Minimum of 5 years (with master’s degree) or 7 years (with 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 the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP.
At least 3 years’ experiences in portfolio analysis of management trends is preferred.
Experience and good knowledge of accrual accounting or IPSAS or IFRS is desirable.
Language requirements:
IMPORTANT NOTE:
Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.
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