Operations Manager

Background

The Kingdom of Saudi Arabia has taken steps to position itself as a regional and global leader in key sectors such as water, energy reform, digitalization and peace and security and in alignment with Vision 2030.  Recently we witnessed the establishment of a set of regional and global initiatives such as the Global Water Organization, the Digital Cooperation Organization, Middle East Green Initiative and the Red Sea Initiative. These provide UNDP with good opportunities to strategically engage with KSA at country office level and most importantly at the corporate level to ensure all efforts are aligned. 

The Country Office priorities for the year 2025 and beyond will focus on furthering the ongoing support across several priority sectors including water, energy, digitalization, urbanization, health and anti-corruption, with UNDP being identified as a partner of choice and with a strong level of trust from Government partners, and initiating dialogue to tackle emerging national priorities from the other hand. 

The Operations Unit works to support achievement of UNDP strategic objectives to create a world where people and planet thrive together, and to help the Country Office act with both ambition and scale to address urgent problems facing the country as well as global climate deteriorating conditions. Operations staff assist the Country Office in formulating and implementing operational strategies and support not only to UNDP put to other agencies, as needed.

Duties and Responsibilities

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.

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.

Competencies 

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.

Supervisory/Managerial Responsibilities: Supervise and manage UNDP Country Office operations staff
 

Required Skills and Experience

Education:

Experience, Knowledge, and Skills:

Desired Skill:

Language Requirements:  

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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