Roving Operations Manager

UNITED NATIONS DEVELOPMENT PROGRAMME
JOB DESCRIPTION

I. Position Information

Job Code Title: Roving Operations Manager
Position Number: 00023922
Department: Operations
Reports to: DCD(O)
Reports: CD
Duty station: Nairobi with frequent travel to Somalia
Position Status: (non-Rotational)
Current Grade: NOC
Approved Grade:
Position Classified by:
Classification Approved by:

II. Organizational Context

Under the guidance of the DCDO, the Roving Operations Manager acts as an advisor to the Heads of Sub Offices on all aspects of Sub Offices management and operations. This includes their strategic financial and human resources management, efficient procurement and logistical services, ICT and UN common services consistent with UNDP rules and regulations.

The Roving Operations Manager supports and guides the Sub Office Operations Teams and fosters collaboration within the team, with programme staff and with other UN Agencies with a client-friendly oriented approach.

The main roles are:
a) to oversee all the operations teams in the field through a regular task management system to ensure a smooth functioning of the programmes / projects operations, timely services delivery and constant evaluation and readjustment of the operations teams to take into account changes in the operating environment.
b) To exercise quality control and efficient delivery of common services, including common premises management and related matters and liaise in the field with all other agencies on operational issues;
c) To advise programme and project managers on capacity issues with implementing partners and counterparts, participating to capacity assessment if and when required.

The Roving Operations Manager works in close collaboration with programme and project teams in the CO and Sub Offices, staff at HQs and in other UN Agencies, and Government officials to successfully deliver operations services. Hence S/he is part, as head of the field team units, of the senior managers in the CO.

III. Functions / Key Results Expected

Summary of key functions:
? Common services management, establishment of partnerships with other UN Agencies
? Strategic direction of operations
? Financial resources management of the Sub Offices
? Provision of efficient procurement and logistical services and oversight of the Procurement and assets focal points
? Forward-looking information and communication management

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

? Establishment of efficient and effective common services, common premises to ensure integrated activities on common services and implementation of the UN reform.
? Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices of One UN countries.
? Act as co-manager for proper planning and tracking of common services budget and of Agencies contributions to the common services account.

2. As a member of the CO senior management team, ensures the strategic direction of operations in the field focusing on achievement of the following results:

? Under the guidance of the DCDO and the other senior operations managers ensure full compliance of Sub Offices operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results.
? Overview on the monthly tasking plans of the operations teams in the field Sub Offices , taking care of the business processes mapping and alignment of all teams to the SLAs commitments in Finance, Human Resources Management, Procurement, Logistical and ICT services
? Establishment of collaborate arrangements with potential partners, suppliers and promote and operational partnership arrangements.
? Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
? Carry out pre – investigations on any breach of compliance to ethical or financial rules.
? 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

3. Ensures effective financial resources management of the Sub Offices focusing on achievement of the following results:

? Performance of Manager Level 2 role in Atlas for vouchers for approval of pending disbursements as the “third authority” (, bank transfers, EFT).
? Act as co-manager of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies for common services in Somalia.
? Oversight of SO 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 bank signatory panel and internet banking system if any.

4. Ensures provision of efficient procurement and logistical services and oversight of the Procurement and assets focal points focusing on achievement of the following results:

? CO compliance with corporate rules and regulations in the field and elaboration of the CO supply chain strategies including local procurement sourcing strategy, supplier selection registration and evaluation, quality management, supplier and customer relationship management, e-procurement promotion and introduction, performance measurement.
? Contributing to the elaboration of the Sub Office contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications.
? Oversight of administrative and procurement processes and logistical services (receiving, safely storing, distributing, tracking and maintain assets goods and services ) in accordance with UNDP rules and regulations,
? OM acting as Manager Level 2 in Atlas for Purchase orders approvals.
? Supervise proper management of UNDP assets, compound facilities and logistical services.

5. Ensures forward-looking information and communication management focusing on achievement of the following results:

? Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
? Identification and promotion in the Sub Offices of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.

IV. Impact of Results

The key results have an impact on the overall economy, efficiency, and effectiveness of CO operations as it relates to the use of corporate resources in the following areas:

• Common Services and the implementation of the UN agenda on common services and joint procurement.
• Financial and human resource best practices management
• Procurement and logistical services
• ICT strategies in Somalia

V. Competencies

Corporate Competencies:

? Demonstrates integrity by modeling the UN’s values and ethical standards
? Promotes the vision, mission, and strategic goals of UNDP
? Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
? Treats all people fairly without favoritism

Functional Competencies:

Knowledge Management and Learning
? Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
? Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
? Ability to lead strategic planning, results-based management and reporting
? Ability to lead formulation and monitoring of management projects
? Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration
? Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change

Management and Leadership
? Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
? Consistently approaches work with energy and a positive, constructive attitude
? Demonstrates good oral and written communication skills
? Demonstrates openness to change and ability to manage complexities
? Leads teams effectively and shows mentoring as well as conflict resolution skills
Demonstrates strong oral and written communication skills

VI. Recruitment Qualifications

Education: Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Experience: 5 years of relevant experience at the national or 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.

Language Requirements: Fluency in English and Somali language required.

Applicants are required to fill and sign a P11 Form and submit it together with Curriculum Vitae on the online application.

UNDP will only be able to respond to those applications in which there is further interest.

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