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About UNDP
The United Nations Development Programme is a United Nations agency tasked with helping countries eliminate poverty and achieve sustainable economic growth and human development. The UNDP emphasizes on developing local capacity towards long-term self-sufficiency and prosperity.
Why work at UNDP
- Global Impact: UNDP is the leading United Nations organization dedicated to eradicating poverty, reducing inequalities, and promoting sustainable development worldwide. By working at UNDP, you have the opportunity to contribute to addressing some of the world’s most pressing challenges, such as poverty, climate change, gender equality, and social injustice.
- Mission-Driven Work: UNDP’s mission is to help countries achieve sustainable development by providing policy advice, technical expertise, and financial resources. As an employee, you become part of a global network of professionals committed to making a positive difference in people’s lives and improving the well-being of communities around the world.
- Diverse and Inclusive Environment: UNDP is an international organization that values diversity and inclusiveness. It brings together professionals from various backgrounds, cultures, and disciplines, fostering an enriching and collaborative work environment. Working at UNDP allows you to interact with people from different countries and cultures, broadening your perspective and promoting cross-cultural understanding.
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Details to the Post
Location: Ulan Bator, Mongolia
Posting Date: 05/03/2024, 10:14 AM
Apply Before: 05/16/2024, 05:59 AM
Job Schedule: Full-time
Agency: UNDP
Grade: P3
Vacancy Type: Fixed Term
Practice Area: Management
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year with Possibility for extension
Education & Work Experience: Master’s Degree – 5 year(s) experience OR Bachelor’s Degree – 7 year(s) experience
Duties and Responsibilities
As a member of the CO management team, ensures the strategic direction of operations.
- Ensures that the Operations Team acts as an efficient and client-oriented “go-to” resource for programme and project implementation activities as support to programme and project implementation for optimization of delivery.
- In close coloration with the Programme Support Unit of the County Office, provide resource management support that includes programme delivery management, resource allocation, and consolidated pipeline management in collaboration with country office senior management and programme teams; and ensures provision of high-quality advice on office financial sustainability and programme resource management, including direct project costing and revenue management;
- 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.
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.
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.
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.
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.
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.
- Acts as UNDP lead on common services, and is responsible for coordinated action to ensure integrated activities on common services and implementation of the UN reform.
- Leads and supports inter-agency efforts towards or management of common premises, as relevant.
- Ensures the implementation of appropriate cost recovery measures for the provision of common services and other support to UN entities, as relevant; oversees common services budget and monitors Agencies’ contributions to the common services account, as relevant.
- Serves as Country Security Focal Point for UNDP and supports office management in ensuring the safety and security of the staff and premises in coordination with UNDSS and UN partners.
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: Supervise and manage UNDP Country Office operations staff
- Facilitates day-to-day functioning of the country office’s Operations Team, and any other teams reporting to him/her as relevant. Manages human and financial resources for achieving results.
- Guides and ensures effective recruitment, performance management and staff learning to motivate and promote organizational excellence in his/her teams.
Competencies
- 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.
- Cross Functional and Technical Competencies:
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 Direction & Strategy – Strategic Thinking: Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions.
Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.
Business Management – Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
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.
Business Management – Portfolio Management: Ability to select, prioritise 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 optimising return on investment.
Business Management – Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
Required Skills and Experience
Education:
- Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field is required, or
- A first-level university degree (bachelor’s degree) in the above-mentioned fields of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Experience:
- Minimum of 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant experience at the national or international level in providing management advisory services and/or managing operational systems and establishing relationships with international organizations and national governments.
- Experience in handling web-based management systems and advanced software programmes for statistical analysis of data is required.
- Previous work experience in Asia and the Pacific region would be an asset.
- Experience and good knowledge of accrual accounting, IPSAS or IFRS is an asset.
- Managerial experience in programme finance, human resources, procurement and operations is an asset.
- Proven ability to deliver under pressure and in short timeframes is an asset.
- Demonstrated knowledge of UNDP programme and project management policies and procedures is an asset.
- Excellent knowledge of ERP platforms (such as PeopleSoft) is an asset.
Language:
- Fluency in English as the UN language of the duty station is required.
- Knowledge of another UN language is desirable.
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