Operations Advisor

UNDP is the UN's global development network, an organization advocating for change and connecting countries to knowledge, experience, and resources to help people build better lives. UNDP is on the ground in about 170 countries and territories, working with national counterparts on solutions to global and national development challenges.

In the programme countries, UNDP supports stabilization, state-building, governance, and development priorities in partnership with the host governments, the United Nations system, the development partners, and other partners to help the country achieve sustainable development by eradicating poverty in all its forms and dimensions accelerating structural transformations for sustainable development and building resilience to crises and shock. 

In addition, UNDP now has the mandate to support SDG Integration to ensure faster progress on sustainable development and offers support in four areas, (1) integrated policy and programming solutions, (2) SDG metrics, data and analysis using state-of-the-art tools for modelling and forecasting, (3) knowledge and innovation and (4) SDG financing options to help countries identify innovative ways to expand public and private contributions to reach the 2030 agenda. 

Specifically in Bangladesh, during this programme cycle 2022 – 2026, the country programme envisions that the people of Bangladesh – especially the most vulnerable – contribute to and benefit equitably from the integrated social, environmental and economic dimensions of sustainable and inclusive development. To that end, the country programme is supporting three strategic priorities of the United Nations Sustainable Development Cooperation Framework: (a) inclusive and sustainable economic development; (b) a sustainable, healthy and resilient environment; and (c) transformative, participatory and inclusive governance.

Under the overall guidance and supervision of the Resident Representative (RR), the Operations Advisor acts as an advisor to Senior Management on all aspects of Country Office (CO) management and operations in a large office faced with a high number of external risks and internal challenges. This includes strategic and accountable management of financial and human resources, efficient procurement and logistical services, ICT, and common services consistent with UNDP rules and regulations. The Operations Advisor's primary role is to lead, constantly manage risks, evaluate, and adjust the operations of the Country Office to ensure accountable and consistent service delivery and smooth functioning of the CO programmes and projects.   

The Operations Advisor leads and guides the CO Operations Team and promotes collaboration within the team, and with programme staff and other UN Agencies using a client-oriented approach. The Operations Advisor works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQ and regional bureau staff, and Government officials to successfully deliver the country programme. Accordingly, the Operations Advisor leads the Operations Team of [36] staff and personnel covering a broad range of responsibilities and grades; oversees the operations of a field office in Cox’s Bazar; and manages Common Services with a USD 3 million budget per annum supporting 21 resident and non-resident UN Agencies. 

The Advisor ensures efficient and optimum utilization of the new ERP (Quantum) by developing the capacity of UNDP personnel and reengineering the business processes as required.

Summary of key functions:

• Leading and advising on the strategic direction of operations
• Oversight of  day-to-day management of the operations team
• Ensure support to Field Offices and other clients
• Management of security of UNDP personnel and assets   

1)    As a member of the CO management Team, leads and advises on strategic direction of operations and risk-informed management:
 

• Ensures compliance of operations with UN/UNDP rules, regulations, and policies and Internal Control Framework (ICF).
• Implementation of corporate operational strategies, establishment of management targets, and monitoring achievement of results.
• Manage, develop, and coordinate operational strategies, policies, and plans affecting CO operations, delivery of practice advisory services, knowledge and learning services.
• Leads the establishment of and continuous maintenance of efficient CO business processes and standardized internal Standard Operating Procedures along with Key Performance Indicators in Oversight and Risk Mitigation, Procurement, Human Resources, Finance, Logistical and ICT services, and Results Management.
• Advises and advocates for the development and management of new and innovative operational business practices and activities through the provision of coordinated intelligence and guidance to the Operations team.
• Monitoring, projection, and analysis of the operating environment, quick readjustment of the operations, advises on legal considerations, risk assessment, and mitigation measures.
• Advise and support the RR and DRR in maintaining oversight of high-risk projects and portfolios, and risks of high severity emanating from projects and portfolios, and the various risks assessment tools, to ensure necessary and timely follow-up action. 
• Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff training, synthesis of lessons learned/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
• Guides and ensures effective performance management and staff learning to motivate and promote organizational excellence in the CO.
   

Human resources management and overall supervision of the HR team:

• Ensures CO compliance with corporate human resources policies and strategies;
• Guides and advises senior management in ensuring optimal organizational structure of HR unit to ensure effective HR operations in line with UNDP's People's Strategy 2030;
• Strategic guidance and oversight of human resources management geared to meet the objectives of the country programme and evolving needs of the CO, including recruitment processes and performance management systems, ensuring the link of job design with recruitment, performance management, and career development;
• Provides overall guidance to HR Analyst and the team, ensuring learning culture and competencies are implemented in CO, and proper onboarding and offboarding procedures are followed in line with SOPs.

Strategic resources management and overall supervision of the Finance team:

• Oversees the effective budgeting and management of CO resources;
• Guides finance team, ensuring timely and quality disbursement services are provided to clients;
• In close coordination with other operational teams, monitors and ensures the effective management of Delivery Enabling Services (DES/DPC)  funds cost-recovery for the services provided by the CO to projects and other UN Agencies in line with Service Level Agreements(SLAs);
• Establishes and supervises implementation of adequate internal controls to ensure the integrity of financial transactions and systems;
• Monitors and supervises the implementation of the integrated planning, budgeting, and utilization of resources in line with established policies and procedures;
• Organizes and provides 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.
• Serves as a member of the bank signatory panel.
• Ensures all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures

Procurement, administration, and logistical services management and overall leadership of the Procurement team:

• Ensures 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, and legal implications;
• Oversight of procurement processes and logistical services in accordance with UNDP procurement principles, rules, and regulations; 
• 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.

Information and communication management and supervision of the ICT team

• Ensure ERP functionality is used for improved business results and improved client services.
• Identify opportunities and ways of converting business processes into digital/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 on a regular basis.
• Identify and promote different systems and applications, including digitalization, for optimal content management, knowledge sharing, information provision, and learning, such as e-registry and web-based office management systems.

Audit

• Oversees CO audits (management and project/portfolio) and takes responsibility for effective follow-up and implementation of all audit issues; ensures full compliance with audit requirements and recommendations. 

Enterprise Risk Management: 

• Guides the DRR in identification, costing, management, and mitigation planning and, as required, escalating country-level risks and the implementation of the risk management strategy in order to deliver country programme results and achieve impact.  She/he works closely with the CO team to ensure risks are accurately costed, and risk treatments are up to date, implemented, and on track. 

Management and implementation of corporate performance tools:

• Responsible for monitoring the implementation of corporate performance tools for programme and operational effectiveness, the establishment of management targets, and monitoring the achievement of results, which  includes but not limited to the Integrated Financial Dashboard, payroll dashboards, Key Performance Indicators etc
• Ensure CO HACT compliance in close collaboration with programme and operations teams.

General administration:

• 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 that CO Field Offices are provided with quality services by all operations units.
• 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.
• Oversees efficient provision of client-oriented transactional services in human resources, finance, procurement, and administration to UN agencies.
• Ensures proper planning and tracking of the common services budget and Agencies' contributions to the common services account. 
• Contributes to Operations Management Team (OMT) activities, including risk management. 

• Ensures day-to-day UNDP security compliance and efficient implementation of UNDP safety and security matters.
• Represents UNDP in SMT if requested by the Resident Representative, and is responsible for efficient implementation in UNDP of security measures agreed in the SMT and for compliance with security policy.
• Ensures that Business Continuity Planning is in place and tested to ensure the operability of UNDP in all circumstances.

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

• 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.

People Management 

UNDP People Management Competencies can be found in the dedicated site. 

• Cross Functional and  Technical Competencies:

• Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms
   

• Ability to respond in a timely manner and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the customers' needs. Provides inputs to the development of customer service strategy. Looks for ways to add value beyond clients' immediate requests. 
• Ability to anticipate client's upcoming needs and concerns.