Operations Manager at United Nations Development Programme -Rwanda: (Deadline 5 July 2023)

Operations Manager at United Nations Development Programme -Rwanda: (Deadline 5 July 2023)

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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 United Nations Development Programme (UNDP) is a global development agency within the UN system that advocates for change and facilitates connections between countries to promote sustainable development. It aims to help nations withstand crises and implement the 2030 Agenda for Sustainable Development and the Sustainable Development Goals (SDGs). With a presence in 170 countries, UNDP works towards eradicating poverty, reducing inequalities, and promoting inclusion.

In Rwanda, UNDP plays a crucial role in providing quality advisory services and developing national and local capacities to achieve the country’s development goals. The Rwanda Country Office aligns its efforts with the UNDP corporate strategic plan, the One UN Sustainable Development Cooperation Framework, and the UNDP Rwanda Country Program. The office aims to foster a greener, more resilient, and inclusive society through collaboration with national and local partners. UNDP’s focus in Rwanda includes promoting transformational governance, which is not only a key component of the UNDP strategic plan but also a pillar of the Rwanda National Strategy for Transformation.

The UNDP Rwanda Country Office is currently recruiting an Operations Manager to lead the operation unit portfolio. The Country Office aims to advance the development of all people in Rwanda, as outlined in the UNDP Country Programme.

The Operations Manager has the opportunity to embed Innovation and Digital Transformation throughout the UNDP Operations and Programme offer.

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 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.

The Operations Manager will navigate the complexities of the operation unit with dexterity, ensuring that the internal processes are not only efficient but also responsive to the dynamic external environment. By skillfully bridging the internal and external, support the ability to achieve the UNDP’s mission.

As an Operations Manager at UNDP Rwanda office, you will be ensuring the optimal and efficient functioning of internal operations, whilst connecting with broader operating environment. A vital part of the role will be to drive results by managing the diverse teams – Finance, Procurement, Information Technology, and Human Resource – with your leadership fostering a collaborative and productive environment.

The expertise of the Operations Manager will empower the office to meet strategic goals effectively, instill a results-oriented culture, and deliver commitment to the UNDP values. The skills of the Operations Manager will directly translate into significant impact, making a difference in the organization and ultimately, contributing to the improvement of lives globally. Join us and help drive change through effective operational leadership.

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 and Responsibilities

1.)     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.

 2.)    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.

 3.)    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.

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 and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the CO’s assets.

5.) 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.

6.)  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 Operations Management Team (OMT) activities including the area of risk management.

Competencies

Core 

• 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

People Management 

Show Managerial Courage    

• Face up to organizational and people problems;
• Not be afraid to take decision and action when and as needed;
• Not hold back anything that needs to be said, respectfully and diplomatically;
• Address conflict in a timely manner, not allow conflicts in teams linger;
• Help others through emotional or tense situations, tactfully bringing disagreements into the open and finding solutions all can endorse.

Demonstrate Empathy and Emotional Intelligence

• Genuinely care about people; demonstrate empathy with joys and pains of others;
• Enable the wellbeing of the team(s);
• Read a group’s emotional currents and power relationships, identifying influencers, networks, and organizational dynamics; adapt leadership styles at the appropriate times See the positive in people, situations, and events.

Motivate and Direct      

• Create and communicate a compelling vision and purpose;
• Align people and resources with organizational vision, strategy, objectives ;
• Understand and proactively builds the team/organization culture.

Build an Enabling Workplace   

• Create a working environment where people are engaged and want to do their best; empower and enables team members to perform and have a positive workplace experience;
• Promote honestly, openness, trust and psychological safety and create opportunities to innovate and learn;
• Recruit and promotes individuals based upon objective measures and meritocracy; acknowledge and utilize the talent of others Encourage collective action and integration.

Build Capability 

• Identify and develop talent in individuals, providing positive support to enable them to achieve their potential;
• Foster learning or development of others by giving feedback, guidance, and support; support career development of others;
• Have willingness and ability to delegate to help people learn, including from failure.

Manage Performance and Ensure Accountability 

• Have willingness and ability to delegate to help people learn, including from failure 6 Manage Performance and Ensure Accountability;
• Ensure regular conversations with people about work;
• Provide positive and constructive feedback;
• Discuss poor performance in a timely manner;
• Provide praise and recognition, as well as ensure accountability.

Lead with Humility 

• Be authentic and transparent, act with integrity;
• Be accessible and available to team members they lead;
• Encourages debate and discussion, creating a culture where people are comfortable to challenge senior leaders and feel listened too;
• Be modest, giving credit for success to others and admit own shortcomings.

Cross-Functional & Technical competencies 

Business Direction & 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, 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 and the maintenance of business-as-usual, while optimizing return on investment

 Business Management: Risk Management 

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

Required Skills and Experience

Education:

• Advanced university degree (Master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field is required.
• A first-level university degree (Bachelor’s degree) in combination with additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Minimum 5 years (Master’s degree) or 7 years (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;
• Solid experience in Finance, Procurement, Administration, and HR;
• Professional certification in Finance, Administration, Logistic etc.;
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP;
• Experience and good knowledge of accrual accounting, IPSAS or IFRS is highly desirable.

Language:

• Fluency in English and Kinyarwanda language is required.
• Knowledge of another UN language is desirable.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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