Operations Manager - Stabilisation Service Centre (SSC) at UNDP

Job ID: 23822
Location: Maiduguri, Borno
Practice Area - Job Family: Management - Financial Resource/Operations Management
Education & Work Experience: I-Master's Level Degree - 7 year(s) experience
Vacancy Type: FTA International
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension
Agency: UNDP
Grade: P4

Background

• The nexus of security-humanitarian-development issues around Lake Chad has given rise to an intractable extremist insurgency that has left tens of thousands of people dead, approximately 2.5 million displaced, and more than 10 million people in the region affected and in need. While robust national and multi-national military operations have re-taken territory previously controlled by Boko Haram, UNDP recognizes that a new approach is required to consolidate these gains and establish the conditions necessary to transition from military to civilian responsibility for security, and from the provision of humanitarian assistance to the resumption of stalled development processes.  In this context, the UNDP Regional Stabilization Facility is intended to provide a new approach, calibrated to respond to the need for a step-change in the scale and nature of intervention, improvement in speed of response, increased territorial coverage, and improved regional cooperation.
• The UNDP Stabilization Facility aims to enhance civil-military cooperation to design and implement Joint Action Plans for the immediate stabilization of specific target areas, to increase security and the rule of law as well as provide infrastructure, basic services and livelihood opportunities as a rapid-response package.  The Facility will underwrite the Lake Chad Basin Commission (LCBC) and the African Union implementation of the LCBC Regional Stabilization Strategy, strengthening coherence and coordination of response to the Lake Chad crisis, and establishing the mechanism and process required to operationalise the New Way of Working and a transition from provision of humanitarian assistance to development and resilience.
• The Stabilization Facility Service Centre in Nigeria, established under the UNDP Regional Stabilization Facility, aims to ensure that immediate national stabilization efforts are well targeted, calibrated and fully owned by relevant stakeholders; and is set-up to provide the dedicated operational support necessary for timely implementation.
• The Stabilization Facility Service Centre is composed of finance, procurement, and project management/administration functions, led by the Operations Manager with delegated authority as senior manager in the UNDP Nigeria office.
• The Operations Manager will lead the operations of the UNDP Stabilization Facility Service Centre Nigeria under the direct supervision of the Resident Representative and ensure full compliance with the Internal Control Framework and UNDP rules and regulations.

Duties and Responsibilities

• The Operations Manager will be responsible and contribute directly to the effective and efficient operations of the UNDP Stabilization Facility Service Centre Nigeria.
• He/she will liaise directly with the relevant staff to ensure coordination of delivery as appropriate.
• To this extent the Operations Manager will be responsible for the following functions:
  • Oversight of operations of the Facility Service Centre implementation for optimization of delivery;
  • Application of operational policies pertaining to project implementation and management;
  • Effective and accurate financial resource and efficient procurement management;
  • Facilitating strategic human resource management.

Oversight of operations of the Service Centre implementation for optimization of delivery:

• Develops appropriate tools to deliver on operational services within the required time frame;
• Sets up appropriate monitoring system(s) in order to excel in client orientation and ensure timely delivery of results in accordance with the established work plan;
• Ensures frequent communication with programme staff, as main clients, on progress with respect to service requests;
• Operates at senior manager approval level in Atlas;
• Identifies bottlenecks and operational solutions to operational obstacles;
• Oversees operations (procurement, recruitment, etc.) processes to ensure that they are performed consistently and in accordance with the corporate standards;
• Performs the function of Audit focal point for the Service Centre;
• Collaborates closely with respective Operations Units of UNDP Nigeria CO as relevant.

Application of operational policies for operations support pertaining to project implementation and management:

• Works closely with the relevant Regional Stabilization Facility Nigeria staff to develop sound operational and procurement work plans/budgets and implementation plans, which match expected outputs;
• Clears agreements for working with partners, before signature by Senior Management of the Country Office;
• Reviews operational policies and advises on policies and SOPs which will ensure accountability and speed of implementation, with high client satisfaction;
• Oversees effective delivery of client-oriented administrative support to UNDP staff and project personnel on human resources, procurement, finance, administration and transactional issues.

Effective and accurate financial resource and efficient procurement management:

• Implements effective internal controls such as maintenance of the internal expenditures control system, financial recording/reporting system;
• Ensures proper planning and expenditure tracking of financial resources and monitoring of financial delivery against work plans and preparation of relevant periodic reports;
• Prepares procurement strategies including sourcing strategy, supplier selection and evaluation, and quality management in line with UNDP rules and regulations;
• Reviews terms of reference to ensure the quality of inputs to be procured;
• Prepares annual procurement plans, with an indicative list of goods and services as identified in the annual work plan, in collaboration with the procurement specialist. Proper management of assets and timely handover where required;
• As part of a longer-term capacity building strategy, builds the capacity of counterparts and Service Centre national staff.

Strategic human resource management:

• Prepares timely recruitment strategies and elaborates job descriptions for required staffing in line with UNDP rules and regulations;
• Supports recruitment processes and works closely with the HR unit of the UNDP Nigeria office to ensure timely recruitment of Regional Stabilization Facility Nigeria staff;
• Ensures overall management of administrative issues with administration officer of the Service Centre;
• Leads processes to facilitate and promote staff learning and engagement.

Other tasks:

• Provide support to staff capacity development as requested;
• Participate in Task Forces and other ad-hoc internal working groups as requested;
• Perform any other tasks as required by the Resident Representative.

Requirements, Skills and Experience
Education:

• Advanced University Degree (Masters or equivalent) in Business Administration, Operations Management, Social Sciences, International Development, Economics or related fields;

Experience:

• 7 years relevant work experience, at least 5 of which involve similar senior experience of operational management of projects or programmes;
• 2 years of relevant experience in crisis/post conflict countries;
• Experience of sustaining high level professional relations with Government officials;
• Substantive project operational management experience, including detailed working knowledge of human resources, ICT, finance,  project management, asset management and logistics;
• Extensive expertise in procurement is of specific importance
• A sound track record of experience in an international setting with the UN or with international organisations, or similar context;
• Experience of the Africa region is an advantage;
• Good knowledge of UNDP ERP system (Atlas) is desirable;
• Practical familiarity with UNDP project management principles and practices is essential.

Languages:

• Desired: English

Competencies

• The key results have an impact on the quality of the Service Centre management, thus contributing to effective and efficient project implementation and delivery.
• A client-oriented approach has impact on the image of the UNDP Nigeria office. The key results to be delivered will support the immediate stabilization efforts in Lake Chad basin, and thus stability of the region in the long run.

Core
Innovation - Ability to make new and useful ideas work:

• Conceptualizes and analyses problems to identify issues, underlying problems and how they relate;
• Contributes creative, practical ideas and approaches to deal with challenging situations;
• Strives for quality client-centered services (internal/external) when making decisions and taking actions. Level 5: Creates new and relevant ideas and leads others to implement them

Leadership - Ability to persuade others to follow:

• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Excellent analytical and organizational skills required;
• Ability to plan own work, manage conflicting priorities, report on work progress and delivery outputs in a punctual manner;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates openness to change and ability to manage complexities;
• Sets clear performance goals and standards; executes responsibilities accordingly Level 5: Plans and acts transparently, actively works to remove barriers.

People Management - Ability to improve performance and satisfaction:

• Ability to plan own work, manage conflicting priorities, report on work progress and delivery outputs in a punctual manner;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates openness to change and ability to manage complexities.
• Level 5: Models high professional standards and motivates excellence in others

Communication - Ability to listen, adapt, persuade and transform:

• Strong communication (spoken and written) skills and ability to articulate ideas in a clear, concise style;
• Demonstrates good oral and written communication skills. Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others

Delivery - Ability to get things done:

• Plans and produces quality results to meet established goals;
• Ability to lead strategic planning, monitoring and evaluation of development programmes and projects, mobilize resources;
• Ability to formulate and manage budgets Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions

Technical/Functional
Primary:
Professionalism/Technical knowledge - Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post:

• Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines
• Serves as internal consultant in the area of expertise and shares knowledge with staff
• Continues to seeks 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 project management tools and utilizes these regularly in work assignments
• Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Knowledge Management - Ability to efficiently handle and share information and knowledge:

• Demonstrates substantive and technical knowledge to meet responsibilities and job requirements with excellence;
• Uses ICT and web-based management systems effectively as tools and resources;
• Demonstrates motivation and capacity to pursue personal developments and learn.
• Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Client Orientation - Understanding and meeting or exceeding client needs. Anticipating and addressing client needs and concerns:

• 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
• Keeps the client informed of problems or delays in the provision of services
• Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively
• Solicits feedback on service provision and quality Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Secondary:
Conflict Management - Remaining calm, collected and patient, when facing conflict.  Resolving interpersonal conflict by focusing on mutually acceptable solutions:

• Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict
• Expresses disagreement in constructive ways that focuses on the issue and not the person
• Expresses own point of view in a neutral manner rather than in an argumentative tone, avoiding unproductive conflict
• Builds consensus by focusing attention on areas of agreement and by getting others to confirm them
• In cases of competition for organizational resources, systematically adopts a win-win approach to meeting needs
• Creates an organizational climate of respect for others
• Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Teamwork - Working effectively with colleagues in ways that allow the achievement of shared objectives:

• Builds effective teams, bringing diverse background, skills and expertise to maximize innovation and goal achievement
• Makes him/herself accessible and participates in corporate activities (e.g. ad hoc committees, task forces, etc) sharing information associated with them
• Recognizes opportunities to meet organizational priorities through team work, inspires and motivates staff to achieve them collectively encouraging them to think and act co-operatively, openly and honestly.
• Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Stress Management - Maintaining a professional profile while under stress:

• Able to work under pressure and coordinate multiple activities and processes simultaneously;
• Maintains a respectful and responsible work style;
• Manages emotions. Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise.