Program and Operations Specialist

The 2030 Agenda for Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanization, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis, COVID.19), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.

UNDP’s partnership with the Global Fund (GF), in line with UNDP’s HIV and Health Strategy 2022-2025: ‘Connecting the Dots’, makes a vital contribution to UNDP’s Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind. When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation, and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time.

UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.

As a trusted, long-term partner of The Global Fund (GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management. Within the HHD Group the Global Fund Partnership and Health Systems Team (GFPHST) is a dedicated team providing support to UNDP Country Offices implementing health and development programmes.
In Congo, the Ministry of Health and UNDP have had a long-standing, strategic partnership for health service delivery through Global Fund grants. Currently, UNDP is acting as the Principal Recipient for the 2024-2026 TB/HIV Grant, in partnership with the Ministry of Health and its National Tuberculosis Programme (PNLT), National HIV Programme (PNLS), and other Government and Civil society partners. UNDP exercises its PR role in consultation with other UN agencies, bilateral donors and International Financing Institutions.

To help the UNDP Project Management Unit (PMU) deliver in a timely and quality assured manner on the Grant Performance Framework targets, while complying with UNDP and Global Fund rules and regulations, UNDP Congo is recruiting a Program and Operations Specialist who will be responsible for the day-to-day facilitation of Programme and Operational Support within the PMU. The Program and Operations Specialist will work in close collaboration with UNDP Sub-recipients (SRs) and sub-sub recipients (SSRs), the Country Office Operations Department, and other teams in the Country Office in ensuring successful implementation and oversight of GF programme resources and Country Office performance in finance. In addition, the : Program and Operations Specialist will play the lead role in capacity development in financial management systems for national counterparts.

Job Purpose

Under the supervision of the Finance Specialist  and Programme Coordinator, the Program and Operations Specialist will be responsible for the day-to-day facilitation of Programme and Operational Support (Project support activities, Finance, Administration, HR and Procurement support). The Program and Operations Specialist, provides programme and operations support services to the PMU, requesting and assisting with sourcing of staffing post, consultants and contracting personnel. Coordinate closely with HR and Procurement counterparts, financial management, documentation management, and support to monitoring and reporting based on the approve workplans of the Centre as required for the successful management and achievement of the outcomes of each assigned project, in compliance with the policies, processes and procedures of UNDP and the requirements of the donor.

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.) Ensure efficient support to projects’ administrative services:

• Serves as point of contact on programme, administrative and operational issues between the Programme coordinator, The implementing partner teams : ICAP, National partner staffs ; 
• Supports the Programme Coordinator in monitoring and facilitating compliance with management and administrative requirements from donors, including reviewing financial reports generated in Quantum [ERP platforms], budget compliance and audit reports, time-sheets; 
• Supports the Programme Coordinator in monitoring and facilitating compliance with UNDP and donor rules in managing financial resources, monitoring and evaluation; 
• Ensures timely and accurate financial and project report submissions to donors; 
• Maintains accurate information in Quantum for all work plan milestones; 
• Develops and maintains procurement and HR plans 
• Coordinates project appraisal committee activities for the assigned DIM projects; 
• Facilitates and supports the preparation and organization of virtual or hybrid meetings and workshops; 
• Facilitates knowledge-building and sharing; 
• Supports the Programme Coordinator in meetings with key stakeholders as required.
• Support in preparation of events, including the support to international participants to travel;
   

2.) Ensure efficient financial and technical management

• Carries out budget and budget revisions based on approve work plan. 
• Sets up and maintains document control procedures and a document filing system, including for supporting documentation for financial reviews, continuously integrating relevant new information/data; 
• Provide support in managing requests for day-to-day financial administration, using advance of funds, direct payments, or reimbursement using Fund Authorization and Certificate of Expenditures for Implementing partners : ICAP, national partners ;
• Ensures assurance quality of all the process with ICAP, national partners ; 
• Maintains the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Quantum; 
• Takes timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers; 
• Creates payment and coordinate with Finance Specialist for approval in Quantum

3.) Efficient projects’ monitoring and reporting

• Supports and facilitates results-based programme development and management throughout the different stages of projects/programme implementation; 
• Provide regular reviews by the Finance Specialist and the Programme Coordinator regarding project details, schedules, risks, deliverables and budgets to ensure implementation is on track; 
• Monitors quality indicators and administers quality review processes and the Programme Coordinator in arranging for independent evaluations of the Initiative;
• Monitors planning and implementation carried out by Country Offices, such as by contractors and service providers including in pilot countries, and ensures that they are aligned with key milestones;

4.) Knowledge management and learning:

• Full participation of Quantum training, providing assistance to staff where applicable to ensure a smooth transition 
• Organization of training on the Operations processes to Implementing partner’s staff. 

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

Supervisory/Managerial Responsibilities:  Supervision and performance management of Country Office Programme Team
 

• 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
   

Cross-Functional & Technical competencies

• Business Management: Operation Management: 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
• Finance: Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets including Donor reporting
• 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 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 development: Knowledge Facilitation: Ability to animate individuals and communities of contributors to participate and share, particularly externally
• 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.