Operations Specialist - Santo Domingo

Santo Domingo, DOMINICAN REPUBLIC Duration of Initial Contract :Under the guidance and supervision of DRR/DCD, the Operations Specialist acts as an advisor to Senior Management on all aspects of the Country Office (CO) management and operations in large offices or in countries in Special Development Situations. The Operations Specialist is responsible for strategic financial and human resources management, efficient procurement and logistical services, and ICT and consistency with UNDP rules and regulations. The Operations Specialist ensures consistent services delivery to CO, UNDP programmes and projects 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.The Operations Specialist 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 Specialist 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.Summary of Key Functions:

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 and bank reconciliations. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations;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; 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. 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 approvals;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; Use of Atlas functionality for improved business results and improved client services;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. 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:

Financial services; Human Resources; Procurement and logistical services; ICT; Common Services and the implementation of the UN agenda on common services and joint procurement.

Functional Competencies:

Building Partnerships:

Identifying and building partnerships;  Effectively networks with partners seizing opportunities to build alliances; Identifies needs and interventions for capacity building of counterparts, clients and potential partners; Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.

Promoting Organizational Learning and Knowledge Sharing - Developing tools and mechanisms:

Makes the case for innovative ideas documenting successes and building them into the design of new approaches; Develops and/or participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise - In-depth knowledge of own discipline:

Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration); Continues to seek new and improved methods and systems for accomplishing the work of the unit; Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally; Demonstrates comprehensive knowledge of information technology and applies it in work assignments; Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments.

Promoting Organizational Change and Development - Assisting the individuals to cope with change:

Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Design And Implementation of Management Systems - Designing and implementing management system:

Carries out research into existing systems to identify best practice and make recommendations to management on applicability to UNDP; Identifies and recommends remedial measures to address problems in systems design or implementation.

Client Orientation - Contributing to positive outcomes for the client:
Anticipates client needs

Works towards creating an enabling environment for a smooth relationship between the clients and service provider; Demonstrates understanding of client’s perspective.

Promoting Accountability and Results-Based Management - Input to the development of standards and policies:

Provides inputs to the development of organizational standards for accountability and results-based management.

Core Competencies:

Building support and political acumen; Building staff competence, creating an environment of creativity and innovation; Building and promoting effective teams; Creating and promoting enabling environment for open communication; Creating an emotionally intelligent organization; Leveraging conflict in the interests of UNDP & setting standards; Sharing knowledge across the organization and building a culture of knowledge sharing and learning; Promoting learning and knowledge management/sharing is the responsibility of each staff member; Fair and transparent decision making; calculated risk-taking.

Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance.

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:

Fluent in English and national language of the duty station.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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