Operations Specialist-Global Fund

United Nations Development Programme

BACKGROUND

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme (UNDP) is the UN's global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. 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 to Fight AIDS, Tuberculosis and Malaria (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. The Global Fund – Health Implementation Support Team, HIV, Health and Development Group, Bureau of Programme and Policy Support, Global Policy Network (GF/HIST) is a dedicated team providing support to UNDP Country Offices implementing health and development programmes.

In February 2021, UNDP became the Interim Principal Recipient (PR) for HIV Grant Cycle 6 (from July 2022 and December 2023). The total value of the Grant after a one-year cost extension was USD 57,065,711 million. The Program was based on a multipronged approach aimed at addressing human rights barriers, eliminating stigma and discrimination, and expanding the scale of HIV treatment and prevention services for key population groups most affected by AIDS. UNDP's comprehensive program delivery in Grant Cycle 6 (GC6) helped in improving the national HIV response by strengthening public sector governance systems. This was complimented with capacity building of community organizations to improve prevention service delivery. As the interim Principal Recipient (PR), UNDP focused on enhancing the capacity of national and provincial AIDS control programs to ensure a smooth transition of HIV response to Government leadership and institutions. In this regard, GC-6 emphasized technical support, training, capacity building, and strategic interventions such as expanding coverage, improving data and reporting, and providing monitoring oversight. These efforts boosted the CMU's ability to manage the treatment component of Global Fund's Grant Cycle 7. An added benefit for the prevention program is the onboarding of Nai Zindagi Trust (NZT, former PR) as Co-PR in Grant Cycle 7, which will set the ground for strengthening CSO led prevention services for all key population groups. This collaboration will further improve UNDP's efforts by ensuring differentiated service delivery, addressing human rights barriers for key populations, and scaling up prevention services.

DUTIES & RESPONSIBILITIES

Under the direct supervision of the Global Fund Project Manager the primary responsibility of the Operations Specialist is to support the Project Manager on all aspects of operations, including overseeing, guiding and supporting day-to-day operations, providing advice to PMU staff and country stakeholders to ensure compliance with UNDP and Global Fund policies and other requirements, overseeing financial management and reporting, human resource administration, asset management, and ensuring efficient procurement and logistical management services, including close monitoring of  infrastructure projects. The Operations Specialist will also support the Project Manager in the overall risk management for the programme in coordination with the programme, finance, and procurement units and Country Office to maximize the PMU performance, demonstrating innovation and creativity and providing advice on readjustments needed that may arise from changes in the operating environment.

 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.

Key duties and accountabilities include:

Ensures provision of strategic advice and support to the PMU to ensure compliance with Global Fund and UNDP rules, policies, procedures, and guidelines, focusing on achievement of the following results:

- Reviews and advises the Project Manager on compliance with UNDP rules, policies and procedures, corporate agreements with the Global Fund and Global Fund operational policies.
- Support the Project Manager in the coordination, management, supervision, and oversight of the PMU across all functional areas to achieve programme goals, provide quality services and ensures programme delivery with full utilization of GF allocation and strong achievement of programme targets.
- Participates in the development of workplans and budgets, affecting the GF programme operational systems in the areas of procurement management, programme, monitoring, supervision, asset management and human resources to ensures programme delivery with full utilization of GF allocation and strong achievement of programme targets. 
- Advise and support the Project Manager develop and maintain an organizational structure to ensure UNDP is resourced to deliver its commitments, leads on the operational support for the recruitment of PMU staff, contractors, service providers, fostering diversity, equity and inclusion and builds the technical, management and leadership capacity of staff for promotion of organizational excellence.
- Ensures the timely closure of programmes and compliance with GF and UNDP rules, policies, and procedures, including the transfer of assets.
- Advise and support the Project Manager in assessing the programmatic impact and substantive monitoring of programme delivery and evaluation of the programmes' performance and proactively leads on developing standard operating procedures for the operational performance of the PMU to address underperformance, bottlenecks and ensures the accountability for the timely implementation of corrective action(s). 
- Overseas internal administrative and operational rules and procedures for programme implementation and reinforces internal control procedures in line with UNDP Internal Control Framework and accountabilities and responsibilities.
- Analyses need for and evaluates cost effectiveness of operational alternatives and recommends contracting modalities for administrative services and outsourcing interventions, monitors service delivery of outsourced areas.
- Ensures that all contracting processes, contract management and asset management are in accordance with corporate legal requirements, including infrastructure; and 
- Sets and monitors targets for operational efficiency and ensures constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.
Ensures effective and accurate financial resources and asset management and supervision of the programme financial resources management focusing on achievement of the following results:

- In coordination with the Finance Specialist oversees financial management and asset management systems and provides advice to ensure adequate capacity and competencies for integrated financial management.
- Ensures all assets procured by UNDP with Global Fund grant resources are used only for programme purposes, properly maintained, and accounted for. This includes ensuring all assets that UNDP procures with Global Fund grant resources (including those held in the custody of SRs) are subject to independent physical verification at least on an annual basis, and the register of assets is accurate, compete and up to date. 
- Supports the Project Manager to prepare the PMU administrative budget and in coordination with the Finance Specialist advises on budgets, expenditures, and commitments and proposed necessary re-allocations. 
- Provides quality assurance on the financial reports prepared by the Finance Specialist and ensures donor reports are prepared in a timely manner and meet with the Global Fund requirements.
- Performs the function of Manager Level 2 in Quantum approvals.
- Ensures the financial integrity of the PMU through appropriate controls and reporting structures, in line with the existing validated SOPs.
- Provides oversight on the programme financial resources, ensures all payments made on behalf of GF projects, reconciliation of expenditure, bank statements, SR financial reports, PUDRs are accurate and compliant with rules and regulations.
- Monitors advances to SRs and ensures follow-up actions are taken by the financial team to liquidate them in a timely manner and by corporate deadlines.
- Continuous monitoring of dashboards, IFD and all other corporate oversight tools for timely identification of the remedial actions in relation to the GF programme.
- In coordination with Finance Specialist regular monitoring of the GF delivery and advise bank statements management on performance against targets. 
- Ensures effective asset and inventory management for GF resources. 
- Provides oversight on the cash position of the grant funds disbursed; and 
- Proactively work with GF/HIST on financial management and asset management issues.
Ensures efficient procurement and logistical management focusing on achievement of the following results:

- Develops and regularly update a risk profile for procurement activities approved in the Grant Agreement, including a breakdown of activities in accordance with the selected procurement method, required clearances, timelines and milestones, procurement objectives and performance indicators.
- Supports the establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation. 
- In coordination with the PSM Specialist ensures compliance with corporate rules and regulations and management of the PMU procurement strategies (including infrastructure), including sourcing strategy, supplier selection and performance evaluation, quality management and customer relationship. 
- Ensures the development of an annual procurement plan, with the inclusion of timelines, milestones, and risks, in accordance with UNDP and Global Fund requirements. 
- Ensures regular monitoring and update of the annual procurement plan, by advising the Project Coordinator and Senior Management on required revisions and corrective actions.
- Elaborates a procurement strategy for each non health purchase with a value higher than USD 100 000.
- Supports the development of quality submissions to the Contract, Asset and Procurement Committee (CAP) and Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).
- Provides coordination and certification of procurement of goods and services, reviews and proper procurement processes, certification of procurement/contractual reports.
- Oversees the timely and strategic procurement and logistics support. 
- Ensure the development of LTAs for recurring purchases that are approved in the Grant Agreement.
- Manages the contracting strategy, including tendering processes and evaluation, managing the contract and contractor, legal implications, in accordance with UNDP's policies, rules and procedures. 
- Supports the development and implementation of Key Performance Indicators to monitor the performance of suppliers (including construction contractors) and provide regular consolidated reports for efficient contract management.
- Provides support and guidance to technical team of Engineers and Architects on the development and implementation of strategies for complex health infrastructure works procurement. 
- Establishes and maintains a vendor database to track the performance of suppliers/vendors. 
- In coordination with the Programme Specialist and PSM Specialist develop a strategy for the engagement of Sub-recipients, completion of assessment, VFM assessments and contract management and a system for monitoring and addressing performance issues.
- In coordination with PSM Specialist develop supervision and monitoring plan to ensure oversight on quality assurance mechanisms, quality monitoring activities throughout the supply chain and products quality control; and 
- Pro-actively work with GF/HIST on procurement, supply chain and logistics related activities, including TA support.
Ensures effective risk management and assurance practices across the PMU operations focusing on achievement of the following results:

- Regularly review the PMU business processes and develop SOPs to address exceptions and document prevailing changes when required.
- Serve as the audit focal point, and lead on Programme audits (including Sub-recipients) and investigations under the guidance of the Project Coordinator in coordination with the Regional Bureau, Office of Audit and Investigations, GF/HIST and ensure timely follow up on management actions and recovery actions and ensure recommendations are implemented and mainstreamed in the PMU workflow processes.
- Leads on performing risk assessments, develops and implements risk management matrix/plan with the PMU staff and implementing partners, Sub-recipients and ensures adequate oversight and support is provided, with timely incident reporting.
- In collaboration with the Project Manager, build a culture of Risk Management amongst PMU staff and partners. 
- In collaboration with the CO project finance unit ensure that assurance and compliance processes in the PMU are aligned with the CO and observed.
- Provides quality assurance on donor and partner reports and correspondence; and 
- Coordinates with PMU unit heads and leads on the updates on Risk log in relation to the GF programme.
Ensures knowledge management and sharing and support to capacity building and transition activities focusing on achievement of the following results:

- Ensures forward-looking information and communication management and focusing on achievement of the following results.
- Promotes different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management systems.
- Implements corporate operational strategies introducing best practices, lessons learnt and knowledge management initiative; and 
- Actively participates in UNDP and other relevant external networks to promote the programmes and UNDP's health and development work (e.g., conferences, community of practice, Yammer) and represents UNDP in relevant technical meetings, working groups at country, regional and global level and gathers lessons learnt to apply to the programmes; and 
- Coordinates with the PMU unit heads on the engagement with national partners and oversees the development of capacity development and transition strategies to support national entities to implement and assume the PR role, ensuring access to appropriate tools and resources.
Other Duties:

- 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 Global Fund operations staff.

QUALIFICATIONS

Education:

- Advanced university degree (master's degree or equivalent) in Business Administration, Procurement, Public Administration Finance, Economics, or related field is required, or
- 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.
- 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 of application will have a proportionate advantage.
Experience, Knowledge, and Skills: 

- Minimum of 7 years (with master's degree) or 9 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.
- At least 4 years progressive relevant experience, in providing management advisory services and operational systems in developing countries is required.
- Experience in the development of standard operating procedures for the enhancement of operational systems is desirable.   
- Experience/Strong knowledge of Global Fund's rules, policies and procedures is an asset.   
- Experience in the monitoring and evaluation of health programmes is an asset.
- Previous experience in management of procurement processes of complex programmes will be an asset.
- Demonstrated experience in the management of a multidisciplinary teams is an asset. 
- Work experience in a complex operating environment is an advantage.  
- Strong knowledge/experience of UN or UNDP's rules, policies, and procedures is desirable.
- A good knowledge of accrual accounting, IPSAS or IFRS is highly desirable.
- Experience working with an ERP platform is desired.
- Demonstrated experience in building capacity of national entities in the context of health and development programmes will be an asset.
Language Requirements:

- Fluency in oral and written English is required.  
- Knowledge of another UN language could be an asset.

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.
People Management Competencies:

- UNDP People Management Competencies can be found in the dedicated site. 

Cross-Functional & 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

- Develop effective strategies and prioritised plans in line with UNDP's mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight. 
2030 Agenda: People: Health

- Support to Global Fund and other Health Programmes.
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
- with regular activities for optimal return on investment. Knowledge and understanding of key principles of project, programme, and portfolio management.
Business Management: Risk Management

- Ability to identify and organize action around mitigating and proactively managing risks.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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Working hours (%): 80-100% / 100%

Job type: Staff (Permanent and Fixed Term)

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