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Office/Unit/Project Description

UNDP first signed its agreement of cooperation with Ethiopia, the Standard Basic Assistance Agreement (SBAA) back in February 1981. Since then, UNDP has remained engaged, providing Ethiopia with strategic support, and strengthening the capacity of national institutions to deliver the much-needed development results.

UNDP’s interventions have prioritized long-term, supporting structural change that would unlock transformational benefits of technical assistance at all levels. It has done so robustly, impartially and patiently, paying attention to the sustainability of the support provided, and driven by the belief that an effective development partnership with Ethiopia requires strategic patience and, with it, the deployment of patient capital.

Over the last five years, UNDP Ethiopia has mobilized over a USD 100 million investment through its regular resources and partners to enhance the delivery of nationally defined and country-owned priorities.

UNDP takes advantage of its presence in over 170 countries to help Ethiopia access best practices and strengthen its south-south cooperation. The organization has played a role in supporting Ethiopia to develop and implement key strategies such as the Climate Resilient Green Economy (CRGE), through which the country seeks to achieve an ambitious target of 64% emission reduction by 2030 while building the country’s adaptive capacity and resilience.

UNDP’s strategic approach has helped Ethiopia to set up key national institutions such as the Ethiopian Commodities Exchange (ECX), the Agricultural Transformation Agency (ATA), the Ethiopian Tourism Organization (ETO) and the Entrepreneurship Development Centre (EDC).

Position Purpose: 

Under the guidance and supervision of DRR (Operations) the Operations Manager acts as an advisor to Senior Management on all aspects of CO management and operations in large offices. The Operations Manager is responsible for strategic operational management, efficient procurement, general administration, logistical and registry services, and consistency with UNDP rules and regulations. The Operations Manager ensures consistent services delivery to CO, UNDP programmes and projects and UN Agencies and UN common services. The incumbent sets policies and methods to maximize the CO performance in operations demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the operations to take into account changes in the operating environment as and when needed.

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.

The Operations Manager leads and guides the CO Operations Team and fosters collaboration within the team and with other UN Agencies consistent with rules 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 HQs staff and Government officials to successfully deliver operations services.

Key Duties and Accountabilities

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

• Ensure full compliance of operations with UN/UNDP rules, regulations and policies, and Internal Control Framework (ICF);
• Implement corporate operational strategies, and provide advice on strategies, policies and plans affecting CO operations. 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 Client Relationship Management System for appropriate management of partnerships and resource mobilization purposes;
• 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, taking into account 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 learned and best practices;
• Provide sound contributions to UNDP knowledge networks and communities of practice;
• Play the role of Security focal person and coordinates the security of UNDP staff and premises;
• Oversee the management of project offices to ensure efficiency/effectiveness, compliance.

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

• 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 CO audits (management and NIM) and ensure implementation of audit recommendations;
• Ensure timely completion of corporate exercises such as Annual Representation, Business Continuity Plan, and preparation of IWP of the Institutional Budget component (IB);
• Ensure CO HACT compliance in close collaboration with programme and operations teams;
• 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;
• Organize cost-recovery mechanisms for CO services provided to projects and UN Agencies that includes ensuring timely preparation of proforma invoices for UN agencies;
• 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 and provide oversight of CO cash management processes, including liquidity management, recommendation of impress 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.

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

• Ensure CO compliance with corporate human resources policies and strategies;
• Advise on optimal staffing of the office and projects;
• Provide oversight for recruitment processes in accordance with UNDP rules and regulations and appropriate use of different contractual modalities;
• Establish and maintain proper performance management and staff development systems, ensuring staff access to role appropriate learning activities.

4. 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, logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization, and disposal of the CO’s assets;
• Ensure coordinated provision of reliable and quality office supplies;
• Provision of efficient general reception and information services;
• Provision of reliable registry services;
• Proper management of outsourced services.

5. Ensures effective/fluid business processes in operations focusing on achievement of the following results:

• Ensure mapping of CO business processes and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, General Administration, Logistical, Registry and Results Management;
• Ensure to transform the operations functions business processes through automation;
• Lead in the development and monitoring of Service Level Agreements (SLA) with clients and develop monitoring tools with suitable indicators to ensure the service provision is consistent with the SLA;
• Regularly check-in with clients to get feedback on services: quality, responsiveness, speed, cost efficiency, etc. and timely raises issues with the DRR/O.
• Identify needs from existing and potential clients and explore possibilities to scale up our services.
• Acting as a point of contact for complaints and escalating issues as appropriate.

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

• Establish roadmap to repositioning CO in CBO environment, Risk compliance, client service;
• Proper management of services to UN agencies consistent with rules and a client-oriented approach;
• Elaborate strategic approach for implementation of common services in line with the, 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 Operations Management Team (OMT) activities including the area of risk management.

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

Supervisory/Managerial Responsibilities:  Supervise and manage Finance Specialist-NOC, Procurement Specialist-NOC, Human Resources Specialist-NOC, Administrative Analyst-NOA and Security Officer on matrix-NOA)

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.

Cross-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 part of the system.
• Strategic Thinking
  • Develop effective strategies and prioritized plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight

Administration and Operations

• Business Continuity, Planning and Management
  • Ability to identify and assess risks, prepare, update and maintain Business Continuity Plans (BCPs) including testing the effectiveness of existing communication protocols and updated plans.

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.
• Communication
  • Communicate in a clear, concise an 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.
• Portfolio Management
  • Ability to select, prioritize and control the organization’s programmes and projects in line with its strategic objectives and capacity;
  • Ability to balance the implementation of change initiatives with regular activities for optimal return on investment;
  • Knowledge and understanding of key principles of project, programme, and portfolio management.;
• Risk Management
  • Identify and organize action around reducing, mitigating and proactively managing risks.

Requirements

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.

Experience, Knowledge and Skills:

• Minimum of 7 years (with master’s degree) or 9 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 is required;
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP is required;
• Demonstrated sound experience in client-orientation and result-orientation in service delivery is an asset;
• Demonstrated experience and knowledge and understanding of core business processes in Human Resources, Procurement, Finance, and General Administration is desirable;
• Proven experience as a head of operations is desirable;
• Working experience within the UN is desirable;
• Good knowledge of accruals accounting, IPSAS or IFRS is highly desirable.

Required Language(s):

• Fluency in English is required;
• Fluency in Amharic is required.