Operations Specialist-Global Fund

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.

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.

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.
• 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.
• 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.
• Advise and support the Project Manager develop and maintain an organizational structure to ensure UNDP is resourced to deliver its commitments.
• Ensures the timely closure of programmes and compliance with GF and UNDP rules, policies, and procedures.
• Advise and support the Project Manager in assessing the programmatic impact and substantive monitoring of programme delivery.
• Overseas internal administrative and operational rules and procedures for programme implementation.
• Analyses need for and evaluates cost effectiveness of operational alternatives.
• Ensures that all contracting processes, contract management and asset management are in accordance with corporate legal requirements.
• Sets and monitors targets for operational efficiency.

Ensures effective and accurate financial resources and asset management and supervision of the programme financial resources management:

• In coordination with the Finance Specialist oversees financial management and asset management systems.
• Ensures all assets procured by UNDP with Global Fund grant resources are used only for programme purposes.
• Supports the Project Manager to prepare the PMU administrative budget.
• Provides quality assurance on the financial reports prepared by the Finance Specialist.
• Performs the function of Manager Level 2 in Quantum approvals.
• Ensures the financial integrity of the PMU through appropriate controls and reporting structures.
• Provides oversight on the programme financial resources.
• Monitors advances to SRs and ensures follow-up actions are taken.
• Continuous monitoring of dashboards for timely identification of remedial actions.
• In coordination with Finance Specialist regular monitoring of the GF delivery.
• Ensures effective asset and inventory management for GF resources.

Ensures efficient procurement and logistical management:

• Develops and regularly update a risk profile for procurement activities.
• Supports the establishment and implementation of proper monitoring system and control of procurement processes.
• In coordination with the PSM Specialist ensures compliance with corporate rules and regulations.
• Ensures the development of an annual procurement plan.
• Ensures regular monitoring and update of the annual procurement plan.
• 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.
• Provides coordination and certification of procurement of goods and services.
• Oversees the timely and strategic procurement and logistics support.
• Ensure the development of LTAs for recurring purchases.
• Manages the contracting strategy.
• Supports the development and implementation of Key Performance Indicators.
• Provides support and guidance to technical team on procurement.
• Establishes and maintains a vendor database.
• In coordination with the Programme Specialist develop a strategy for the engagement of Sub-recipients.
• In coordination with PSM Specialist develop supervision and monitoring plan.

Ensures effective risk management and assurance practices:

• Regularly review the PMU business processes and develop SOPs.
• Serve as the audit focal point, and lead on Programme audits.
• Leads on performing risk assessments, develops and implements risk management matrix/plan.
• In collaboration with the Project Manager, build a culture of Risk Management.
• Coordinates with PMU unit heads and leads on the updates on Risk log.

Ensures knowledge management and sharing:

• Ensures forward-looking information and communication management.
• Promotes different systems and applications for optimal content management.
• Implements corporate operational strategies introducing best practices.
• Actively participates in UNDP and other relevant external networks.
• Coordinates with the PMU unit heads on the engagement with national partners.

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.

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.
• 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.