Operations Manager

The Operations Manager leads, motivates and guides the CO Operations Team, fostering collaborative attitudes as well as a client-oriented approach withing the CO and UN Agencies. The Operations Manager works in close collaboration with Programme and Project Teams, operations staff in other UN Agencies, Operations Management Team (OMT), UNDP HQs staff and Government officials to successfully deliver operations services.

DUTIES AND RESPONSIBILITIES:

• Ensuring strategic direction of operations;
• Financial resources management and supervision of the Finance team;
• Human Resources Management and supervision of the HR team;
• Efficient procurement and logistical services and supervision of the Procurement team;
• Information and communication management and supervision of ICT team;
• Common services organization and management, establishment of partnerships with other UN Agencies.

As a member of the CO management team, ensures the strategic direction of operations focusing on achievement of the following results:

• Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring achievement of results;
• Provision of advice on strategies, policies and plans affecting CO operations, delivery of practice advisory, knowledge and learning services;
• Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements;
• CO business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical and ICT services, Results Management;
• Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment;
• 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.

Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results:

• Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations, OM performing the function of Manager Level 2 in Atlas for vouchers and replenishments approval, deals management. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT);

• Management of cost-recovery system for the services provided by the CO to projects and other UN Agencies. Accurate planning, forecasting and reporting of extra-budgetary income and yearly institutional budget (IB);
• 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;
• 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;
• Member of the bank signatory panel;
  Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained and ensure that all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:

• CO compliance with corporate human resources policies and strategies;
• Optimal staffing of the office and projects;
• Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment,
• performance management and career development and counseling;
• Succession planning and transition arrangements to ensure optimum services at all times, in collaboration with CO Teams.

Ensures efficient procurement and logistical services management and supervision of the Procurement team focusing on achievement of the following results:

• 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, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, OM acting as Manager Level 2 in Atlas for purchase orders approver;
• 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.

Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:

• Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries;
• Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
• 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.

Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

• 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;
• Overall participation and representation of UNDP in the inter-agency Operations Management Team in Syria;
• Supervision/management of Common Services lead by UNDP in different hubs, and provide overall supervision of Common Services Budget with the support of the CS Coordination team;
• Ensuring UNDP participation and effective implementation in the Roll out of the Syria Business Operating Strategy (BOS 2.0) from UNDP side;
• Supervision/management of UNDP representatives in BOS sub-working groups and ensures active participation of the agency in all required inter-agency WGs

Competencies :

• Innovation
• Leadership
• People Management
• Communication
• Delivery
• Building Partnerships
• Promoting Organizational Learning and Knowledge Sharing
• Job Knowledge and Technical Expertise
• Promoting Organizational Change

Required Skills and Experience
Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
A first-level university in Business Administration, Public Administration, Finance, Economics degree in combination with 7 years of qualifying experience may be accepted.

Experience:

5 years of relevant experience at the national and international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments;
Experience in the usage of computers and office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft;
Experience of accrual accounting, IPSAS or IFRS is highly desirable.

Language Requirements:

Excellent Proficiency in written and spoken English and Arabic.

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