Background

UNDP in The Gambia 2024-2028 Country Programme Document (CPD) seeks to support the Government of the Gambia across 3 key strategic areas.

1. Economic Management, Human Capital Development and Poverty Eradication.
2. Governance and Human Rights.
3. Environment and resilience Development.

A number of key results have been achieved and the Country intends to build on lessons learnt over last years of the Country programme to leverage partnerships and networks and bring to scale ongoing programmes and projects. A robust and responsive operations team in critical to the realization of this strategy.

UNDP Gambia Country Office (CO) seeks the services an experienced and innovative personality to join the UNDP Gambia and lead its Operations teams as Operations Specialist. Under the overall guidance of the Resident Representative and the direct supervision of DRR P&O, the Operations Specialist acts as an advisor to Senior Management on all aspects of CO management and operations. This includes strategic financial, efficient administration and logistical services, ICT and common services consistent with UNDP rules and regulations. The Operation Specialist will also have an oversight function for the Human Resource and Procurement team.  The main role is to lead the operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent, effective and efficient service delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed. The incumbent collaborates to define policies and methods to maximize the CO performance in operations demonstrating capacity for innovation and creativity.

Position Purpose

The Operations Specialist leads and guides the Country Office (CO) Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Specialist works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs staff, Global Shared Service Center (GSSC) staff and Government officials to successfully deliver operational services. Be responsible to oversee operations meetings and work plans closely. The Operations Specialist will also play a key supporting role in managing and overseeing the effective UNDP clustering transition and implementation for the CO.

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. As a member of the CO management team, OM ensures effective and accurate Financial Resources Management, efficient administration services, Logistical services, ICT, Protocol and Registry services management focusing on achievement of the following results:

• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results;
• Establishment of collaborate arrangements with potential partners, a client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements;
• Provision of advice on strategies, policies and plans affecting CO operations, delivery of practice advisory, knowledge and learning services;
• CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Logistical, administration and ICT services;
• Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment;
• Knowledge building and sharing with regards to management and operations in the CO, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

2. Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results:

• Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;
• Proper management of the contribution’s 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;
• Performance of Manager Level 2 role in Quantum for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations;
• Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies;
• Organization and 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, security for cash assets on site;
• Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained;
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

3. Ensures provision of efficient administration and logistical services and supervision of the administration team and undertake function of Country Office Security Focal Point focusing on achievement of the following results;

• CO compliance with corporate rules and regulations in the field and elaboration of the CO administration strategies;
• Oversight of administration processes and logistical services in accordance with UNDP rules and regulations;
• Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets;
• In coordination with Country Security Focal Point/UNDSS ensure the implementation of the Country Security Plan as it relates to UNDP;
• Ensure Country Office compliance with MOSS requirements;
• Coordinate with UNDP Regional Security to support security assessment;
• Support CO Business Continuity, ensuring security element integrated.

4. Ensures provision of efficient support of procurement and  HR focusing on achievement of the following results focusing on achievement of the following results:

• CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Elaboration of the CO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, OM acting as Manager Level 2 in Quantum for Purchase orders approvals;
• Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets;
• Oversee the provision of Human Resources Management services for the HR team;
• Oversee the country Office compliance with corporate human resources policies and strategies:
• Oversee optimal staffing of the Office and projects.

5. Ensures forward-looking information and communication management and supervision of ICT team and ensure proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

• Use of Quantum functionality for improved business results and improved client services;
• Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
• Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries;
• Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc;
• Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform;
• Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices;
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

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

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 with regular activities for optimal return on investment.
• Knowledge and understanding of key principles of project, programme, and portfolio management.

Business Director 

• 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.

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Audit, Finance, Economics or related field is required;
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree;
• A professional accounting qualification from an internationally accredited institute of accountancy ACCA, CPA etc. Those with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage;
• Professional Certifications in administration, logistics and asset management are added advantages;
• CIPS level 4 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience:

• Minimum 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 staff and operational systems and establishing inter-relationships among international organization and national governments is required;
• Experience in the usage of computers and office software packages, experience in handling of web-based management systems and Enterprise Resource Planning systems, preferably PeopleSoft is require;.
• Experience as an Auditor or of accrual accounting, International Public Sector Accounting Standards (IPSAS) or International Financial Reporting Standards (IFRS) is highly desirable;
• Proven leadership and supervisory skills with the ability to manage diverse teams, foster collaboration, and drive strategic operational goals is desirable;
• Strong background in procurement processes, ensuring adherence to international standards and risk management protocols are desirable;
• Experience in conducting audits, implementing risk management frameworks, and ensuring compliance with internal control systems is desirable;
• Proven ability to provide administrative support in areas such as facility management, asset management, and records management is desirable.

Language(s):

• Fluency in the UN language of the duty (English) is required.
• Fluency in at least 1 local languages of the duty station such as (Mandinka, Fula, Wolof, Jola etc.) is required.

Disclaimer

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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