Operations Manager (NOC), GFCR & Nature Assets Team
Background and Organizational Context The United Nations Capital Development Fund (UNCDF) is the United Nations' flagship catalytic financing entity for the world’s 46 Least Developed Countries (LDCs). With its unique capital mandate and focus on the LDCs, UNCDF works to invest and catalyse capital to support these countries in achieving the sustainable growth and inclusiveness envisioned by the 2030 Agenda for Sustainable Development and the Doha Programme of Action for the least developed countries, 2022–2031.
UNCDF builds partnerships with other UN organizations, as well as private and public sector actors, to achieve greater impact in development; specifically by unlocking additional resources and strengthening financing mechanisms and systems contributing to transformation pathways, focusing on such development themes as green economy, digitalization, urbanization, inclusive economies, gender equality and women’s economic empowerment.
A hybrid development finance institution and development agency, UNCDF uses a combination of capital instruments (deployment, financial & business advisory and catalyzation) and development instruments (technical assistance, capacity development, policy advice, advocacy, thought leadership, and market analysis and scoping) which are applied across five priority areas (inclusive digital economies, local transformative finance, women’s economic empowerment, climate, energy & biodiversity finance, and sustainable food systems finance).
II. Position Purpose
The Operations Manager provides an advisory service and support to the Nature Asset Team across operations, finance, procurement, and human resources. The position is under the direct supervision of Head of the GFCR & Nature Assets Team.
Duties and Responsibilities
1.) Operations Management
- Provide guidance and quality control on the compliance aspects of the programme/project management cycle from annual work planning, budgeting to implementation, monitoring, evaluation and reporting to project teams/partners, ensuring that results are delivered in accordance with work plan, UNDP/UNCDF policies, rules and regulations; and donor’s requirements.
- Quality assurance and backstopping for projects assigned, including coordination and oversight of quality assurance activities and regular update of the corporate planning and reporting modules in QUANTUM, PIMS+, etc.
- Assist in drafting, preparing, and reviewing terms of reference and specification for procurement of goods and/or services as well as recruitments.
- Provide guidance on funding requests, including presentation of the project to PAC, and provide support to project proposals and finalization of contribution agreement; determination of required revisions; coordination of the mandatory and budget exercises, closure of projects, etc.
- Financial and substantive monitoring and evaluation of projects, identification of operational and financial problems, development of solutions.
- Responsible for accuracy of the financial section in support of preparation of donor reports, corporate reports, etc.
- Support audit and evaluation exercises as needed and follow up on the implementation of responses/actions to the audit and evaluation recommendations.
2.) Financial Management
- Manage respective projects financial process: budget, pricing, cost recovery, invoicing and payments, reconciliations, and reporting to the head of the Nature Asset Team.
- Proper planning, expenditure tracking and audit of financial resources in accordance with UNCDF/UNDP rules and regulations.
- Proper management of the Contributions Management and accounting for contributions to ensure funds due to UNCDF are properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation.
- Monitor financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNCDF staff at HQ of the results of the investigation.
- All financial transactions are identified, recorded and verified in compliance with International Public Sector Accounting Standards (IPSAS) as outlined in the corporate policies and procedures.
3.) Procurement and Logistics
- Support buying/procurement processes by facilitating RFQs, purchase orders, managing vendor relationship, and liaison with the central OFMS Procurement team.
- Elaborate the UNCDF contract strategy including tendering processes and evaluation, guiding the management of contracts and contractor and legal implications.
- Proper management of UNCDF assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of assets.
- Perform internal reporting checks and handling quarterly closing procedures.
4.) Human Resources Management
- Ensure UNCDF compliance with corporate human resources policies and strategies.
- Handle on an ad hoc basis, HR and administrative tasks such as: participating to recruitments, taking care of VISA processes and onboarding procedures, support on Travel and reimbursement procedures.
- Monitoring training requirements and career development elements for and on behalf of the unit’s team members.
- Maintenance of the proper performance management monitoring and staff learning and development systems.
5.) Knowledge Building and Management.
- Keep track of and manages all relevant files in a single share drive or online tools available to all team members.
- Manage contacts database and mailing lists.
- Manipulate large data sets and create operational and strategic reports (using excel, PowerBI).
- Guarantee data accuracy through coordination of data load and frequent data cleaning. Ability to present data in dashboards and reports to support decision-making processes.
- Document lessons learned and best practices in programme/project operations and compliance.
- Raise awareness of and train project teams and personnel on UNCDF operations issues, plans and initiatives to maximize highest impact and performance effectiveness.
- Conduct regular exchange of information/experience with other programme teams and initiatives/projects to ensure operational synergies and integration; promote cross-portfolio and cross-programme learning and sharing.
- Access UNCDF/UNDP’s worldwide and regional operational knowledge, distil best practices and facilitate their dissemination within the unit.
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 Competencies:
Motivate and Direct
- Create and communicate a compelling vision and purpose
- Align people and resources with organizational vision, strategy, objectives
- Understand and proactively builds the team/organization culture
Build an Enabling Workplace
- Create a working environment where people are engaged and want to do their best; empower and enables team members to perform and have a positive workplace experience
- Promote honestly, openness, trust and psychological safety and create opportunities to innovate and learn
- Recruit and promotes individuals based upon objective measures and meritocracy; acknowledge and utilize the talent of others Encourage collective action and integration
- Identify and develop talent in individuals, providing positive support to enable them to achieve their potential
- Foster learning or development of others by giving feedback, guidance, and support; support career development of others
- Have willingness and ability to delegate to help people learn, including from failure
Manage Performance and Ensure Accountability
- Ensure regular conversations with people about work
- Provide positive and constructive feedback
- Discuss poor performance in a timely manner
- Provide praise and recognition, as well as ensure accountability
Cross-Functional & Technical competencies:
Thematic Area Name Definition
Business Development - Knowledge Generation
- Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Business Management - Project Management
- Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Business Management - Operations Management
- Ability to effectively plan, organize, and oversee business processes in order to convert assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms.
Partnerships - Relationship Management
- Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.
Procurement - Procurement Management
- The ability to acquire goods, services or works from an outside external source.
Finance Accounting (General)
- Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
Administration & Operations - Travel policy and procedures
- Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.
- Programme/Project Management;
- Monitoring and Evaluation.
Required Skills and Experience
- Advanced university degree (Master’s Degree or equivalent) in Non Profit Management, Public Administration, International Relations and/or other relevant field is required.
- A first-level university degree (Bachelor’s Degree) with additional two years of relevant experience will be given due consideration in lieu of Master`s degree.
Experience, Knowledge, and Skills
- Minimum 5 years (with Master’s degree) or 7 years (with Bachelor’s Degree) of progressive working experience at the national or international levels in areas related to programme/project management, operations support, and/or working in a relevant position to this post.
- Experience in shaping operational outputs and activities in all phases of project management within a development context is an asset.
- Proven field experience in development and/or humanitarian initiatives/projects at national, sub-national/state, local and/or community level is desirable.
- Experience in collaborating and partnering with government agencies, private sector, communities and/or international organizations is desirable.
- Demonstrated ability in writing good quality reports, operations/finance/personnel manuals, and/or similar outputs.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based Enterprise Resource Planning (ERP) systems is desired;
- Experience with UNCDF/UNDP/UN financial information systems, policies and practices will be an added advantage.
- Fluency in French;
- Knowledge of English is considered a strong asset;
- Knowledge of another UN language is desirable.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.