Operations Manager (Open to Ethopian Nationals Only)

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Office/Unit/Project Description

UNDP first signed its settlement of cooperation with Ethiopia, the Standard Basic Assistance Agreement (SBAA) again in February 1981. Since then, UNDP has remained engaged, offering Ethiopia with strategic help, and strengthening the capability of nationwide establishments to ship the much-needed improvement outcomes. 

UNDP’s interventions have prioritized long-term, supporting structural change that may unlock transformational advantages of technical help in any respect ranges. It has performed so robustly, impartially and patiently, paying consideration to the sustainability of the help supplied, and pushed by the idea that an efficient improvement partnership with Ethiopia requires strategic endurance and, with it, the deployment of affected person capital.

Over the final 5 years, UNDP Ethiopia has mobilized over a USD 100 million funding by means of its common assets and companions to improve the supply of nationally outlined and country-owned priorities. 

UNDP takes benefit of its presence in over 170 nations to assist Ethiopia entry finest practices and strengthen its south-south cooperation. The group has performed a task in supporting Ethiopia to develop and implement key methods such because the Climate Resilient Green Economy (CRGE), by means of which the nation seeks to obtain an formidable goal of 64% emission discount by 2030 whereas constructing the nation’s adaptive capability and resilience.

UNDP’s strategic strategy has helped Ethiopia to arrange key nationwide establishments such because 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 steering and supervision of DRR (Operations) the Operations Manager acts as an advisor to Senior Management on all elements of CO administration and operations in massive workplaces. The Operations Manager is chargeable for strategic operational administration, environment friendly procurement, basic administration, logistical and registry providers, and consistency with UNDP guidelines and laws. The Operations Manager ensures constant providers supply to CO, UNDP programmes and tasks and UN Agencies and UN frequent providers. The incumbent units insurance policies and strategies to maximize the CO efficiency in operations demonstrating capability for innovation and creativity and offering recommendation to Senior Management on readjustment of the operations to consider modifications within the working surroundings as and when wanted.

UNDP adopts a portfolio strategy to accommodate altering enterprise wants and leverage linkages throughout interventions to obtain its strategic objectives. Therefore, UNDP personnel are anticipated to work throughout models, features, groups, and tasks in multidisciplinary groups so as to improve and allow horizontal collaboration.

The Operations Manager leads and guides the CO Operations Team and fosters collaboration throughout the workforce and with different UN Agencies in line with guidelines and a client-oriented strategy. The Operations supervisor works in shut collaboration with programme and venture groups within the CO, operations employees in different UN Agencies, UNDP HQs employees and Government officers to efficiently ship operations providers.

Key Duties and Accountabilities

1. As a member of the CO administration workforce, ensures the strategic path of operations specializing in achievement of the next outcomes:

• Ensure full compliance of operations with UN/UNDP guidelines, laws and insurance policies, and Internal Control Framework (ICF);  
• Implement company operational methods, and supply recommendation on methods, insurance policies and plans affecting CO operations. Establish administration targets (BSC); and recurrently monitor workplace efficiency indicators for achievement of outcomes. Take well timed corrective actions when required; 
• Establish collaborative preparations with potential companions and Client Relationship Management System for applicable administration of partnerships and useful resource mobilization functions;
• Support senior administration in figuring out and overseeing dangers to guarantee dynamic and efficient threat administration within the CO and to make extra risk-informed and well timed selections. Monitor and analyze the working surroundings; undertake threat evaluation associated to operations for dialogue with the DRR and RR, as applicable; and make well timed readjustment of operations providers, considering recommendation on authorized concerns; 
• Ensure systematic adherence to UNDP insurance policies, procedures, and company steering on enterprise threat administration within the CO and on the venture degree. Participate within the appraisal of tasks to present operational enter that features formulating threat administration plans and anticipating value of dangers through the venture design section; 
• Ensure related colleagues and stakeholders from each programme and operations are consulted within the identification, costing, and administration of dangers for the programme, all tasks and portfolios within the workplace/unit when relevant; 
• Ensure information constructing and sharing about administration and operations within the CO, coordination of employees studying wants, and consolidation of classes realized and finest practices; 
• Provide sound contributions to UNDP information networks and communities of apply;
• Play the position of Security focal particular person and coordinates the safety of UNDP employees and premises;
• Oversee the administration of venture workplaces to guarantee effectivity/effectiveness, compliance.

2. Ensures efficient and correct monetary assets administration and supervision of the Finance workforce specializing in achievement of the next outcomes:

• Ensure correct planning of CO monetary assets, monitoring and recording of expenditures in compliance with IPSAS, and audit of economic assets, together with extra-budgetary revenue in accordance with UNDP guidelines and laws;
• Oversee CO audits (administration and NIM) and guarantee implementation of audit suggestions;
• Ensure well timed completion of company workouts comparable to Annual Representation, Business Continuity Plan, and preparation of IWP of the Institutional Budget element (IB);
• Ensure CO HACT compliance in shut collaboration with programme and operations groups;
• Oversee the contributions administration enterprise course of and accounting for contributions to make sure that the cash due to UNDP is correctly recognized, constantly and uniformly categorized, recorded on a well timed foundation, and obtained with ample supporting documentation; 
• Organize cost-recovery mechanisms for CO providers supplied to tasks and UN Agencies that features making certain well timed preparation of proforma invoices for UN businesses;
• Perform applicable delegations in ERP for voucher and Treasury transactions approvals and financial institution reconciliation. Approve financial institution reconciliations and pending disbursements because the “third authority” (cheques, financial institution transfers, EFT); 
• Organize and supply oversight of CO money administration processes, together with liquidity administration, suggestion of impress degree, threat evaluation, financial institution relationship administration, well timed accounting and reconciliation of all transactions, and safety for money belongings on website;
• Monitor monetary exception experiences for uncommon actions and/or transactions; and examine anomalies or uncommon transactions. Ensure applicable CO and UNDP HQ employees are knowledgeable of the outcomes of the investigation when passable solutions are usually not obtained;
• Serve as member of financial institution signatory panel;
• Ensure transaction and cease fee approval on web banking system;
• Ensure all monetary transactions are recognized, recorded and verified in compliance with IPSAS as outlined within the company insurance policies and procedures.

3. Ensures strategic human assets administration and supervision of the HR workforce specializing in achievement of the next outcomes:

• Ensure CO compliance with company human assets insurance policies and techniques;
• Advise on optimum staffing of the workplace and tasks;
• Provide oversight for recruitment processes in accordance with UNDP guidelines and laws and applicable use of various contractual modalities;
• Establish and preserve correct efficiency administration and employees improvement methods, making certain employees entry to position applicable studying actions.

4. Ensure provision of environment friendly procurement, logistical and administrative providers and supervision of the procurement workforce:

• Ensure CO compliance with company guidelines and laws associated to procurement and logistics;
• Develop CO procurement methods together with sourcing, provider choice and analysis, high quality management, buyer relationship administration, and provider efficiency analysis system;
• Develop CO procurement plan and guarantee correct contract administration, anticipating potential litigations; 
• Oversee procurement processes and logistical providers in compliance with procurement ideas and tips; 
• Ensure correct administration of UNDP belongings, services, logistical providers, and administrative providers, together with full compliance with IPSAS throughout buying, utilization, and disposal of the CO’s belongings; 
• Ensure coordinated provision of dependable and high quality workplace provides;
• Provision of environment friendly basic reception and knowledge providers;
• Provision of dependable registry providers;
• Proper administration of outsourced providers.

5. Ensures efficient/fluid enterprise processes in operations specializing in achievement of the next outcomes:

• Ensure mapping of CO enterprise processes and institution of inside Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, General Administration, Logistical, Registry and Results Management;
• Ensure to remodel the operations features enterprise processes by means of automation;
• Lead within the improvement and monitoring of Service Level Agreements (SLA) with shoppers and develop monitoring instruments with appropriate indicators to make sure the service provision is in line with the SLA;
• Regularly check-in with shoppers to get suggestions on providers: high quality, responsiveness, velocity, value effectivity, and so forth. and well timed raises points with the DRR/O.
• Identify wants from current and potential shoppers and discover prospects to scale up our providers.
• Acting as a degree of contact for complaints and escalating points as applicable.

6. Ensures correct provision of providers to UN Agencies, UN frequent providers group and administration, institution of partnerships with different UN Agencies specializing in achievement of the next outcomes:

• Establish roadmap to repositioning CO in CBO surroundings, Risk compliance, shopper service;
• Proper administration of providers to UN businesses in line with guidelines and a client-oriented strategy;
• Elaborate strategic strategy for implementation of frequent providers consistent with the, the newest developments in frequent providers and finest practices;
• Ensure correct planning and monitoring of frequent providers price range and of Agencies’ contributions to the frequent providers account;
• Contribute to Operations Management Team (OMT) actions together with the realm of threat administration.

The incumbent performs different duties inside their useful profile as deemed obligatory for the environment friendly functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities:  Supervise and handle 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 difficult, achievable aims for a number of tasks, have lasting impression ;

Think Innovatively: LEVEL 3: Proactively mitigate potential dangers, develop new concepts to remedy complicated issues;

Learn Continuously: LEVEL 3: Create and act on alternatives to develop horizons, diversify experiences;

Adapt with Agility: LEVEL 3: Proactively provoke and champion change, handle a number of competing calls for;

Act with Determination: LEVEL 3: Think past fast activity/obstacles and take motion to obtain better outcomes;

Engage and Partner: LEVEL 3: Political savvy, navigate complicated panorama, champion inter-agency collaboration;

Enable Diversity and Inclusion: LEVEL 3: Appreciate advantages of various workforce and champion inclusivity.

Cross-Functional & Technical competencies: 

Business Direction and Strategy

• System Thinking
  • Ability to use goal drawback evaluation and judgement to perceive how interrelated parts coexist inside an total course of or system, and to take into account how altering one ingredient can impression on different a part of the system.
• Strategic Thinking
  • Develop efficient methods and prioritized plans consistent with UNDP’s mission and aims, primarily based on the systemic evaluation of challenges, alternatives and potential dangers; hyperlink the final imaginative and prescient to actuality on the bottom to create tangible focused options; be taught from quite a lot of sources to anticipate and successfully reply to each present and future tendencies; show foresight

Administration and Operations

• Business Continuity, Planning and Management
  • Ability to establish and assess dangers, put together, replace and preserve Business Continuity Plans (BCPs) together with testing the effectiveness of current communication protocols and up to date plans.

Business Management

• Customer Satisfaction/Client Management
  • Ability to reply well timed and appropriately with a way of urgency, present constant options, and ship well timed and high quality outcomes and/or options to fulfil and perceive the true prospects’ wants;
  • Provide inputs to the event of customer support technique;
  • Look for methods to add worth past shoppers’ fast requests;
  • Ability to anticipate shopper’s upcoming wants and issues.
• Communication
  • Communicate in a transparent, concise an unambiguous method each by means of written and verbal communication; to tailor messages and select communication strategies relying on the viewers;
  • Ability to handle communications internally and externally, by means of media, social media and different applicable channels.
• Portfolio Management
  • Ability to choose, prioritize and management the group’s programmes and tasks consistent with its strategic aims and capability;
  • Ability to steadiness the implementation of change initiatives with common actions for optimum return on funding;
  • Knowledge and understanding of key ideas of venture, programme, and portfolio administration.;
• Risk Management
  • Identify and set up motion round lowering, mitigating and proactively managing dangers.

Requirements

Education:

• Advanced college diploma (grasp’s diploma or equal) in Business Administration, Public Administration, Finance, Economics, or associated discipline is required. Or 
• A first-level college diploma (bachelor’s diploma) within the areas talked about above, together with a further two years of qualifying expertise will likely be given due consideration in lieu of the superior college diploma.

Experience, Knowledge and Skills:

• Minimum of seven years (with grasp’s diploma) or 9 years (with bachelor’s diploma) of related expertise on the nationwide or worldwide degree in offering administration advisory providers and/or managing operational methods and establishing relationships with worldwide organizations and nationwide governments is required;
• Experience in using computer systems, workplace software program packages (MS Word, Excel, and so forth.), and web-based administration methods comparable to ERP is required; 
• Demonstrated sound expertise in client-orientation and result-orientation in service supply is an asset;
• Demonstrated expertise and information and understanding of core enterprise processes in Human Resources, Procurement, Finance, and General Administration is fascinating;
• Proven expertise as a head of operations is fascinating;
• Working expertise throughout the UN is fascinating;
• Good information of accruals accounting, IPSAS or IFRS is extremely fascinating.

Required Language(s):

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