Background: 

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

I. Organizational Context

UNDP Indonesia in cooperation with the Papua and West Papua Provincial Governments support for achievement of the Millennium Development Goals through People-centred Development Programme (PcDP) which focuses on poverty reduction through capacity development amongst local government and civil society actors. The programme provides support and coordination of inputs by other specific programmes and activities, focused on capacity development for policy formulation, basic services delivery, monitoring, and coordination. Related to these are the UNDP’s ongoing activities related to poverty reduction strategies in government, gender mainstreaming, natural resources management, HIV/AIDS and disaster management. A team of advisors and support staff has been mobilized for this programme.  The Operations Manager will be a member of this team ensuring sufficient support provided to the project management unit for the implementation of the programme.

II. Functions / Key Results Expected

Summary of Key Functions:

The Operations Manager (OM) reports to the Programme Coordinator for PDP – UNDP in Papua, and under his/her guidance working with the Provincial Programme Directors. The responsibilities of OM are:

1. to oversee and coach the PDP project support units within PDP - UNDP project office in each province ensuring transfer of knowledge and skills to the unit members,
2. to provide strategic technical advice and capacity development to the provincial government through their project support units and in collaboration with the Assistant Operations Manager based in PSU.
3. As a member of PDP management team, the OM participates in giving strategic direction and advice on the decision making process related to  the development and implementation of plans and policies affecting PDP programme operational

Reporting

The Operations Manager submits monthly progress reports to the Programme Coordinator and Programme Directors; also ensuring that all reports on finance and operational issues prepared with high quality, accurate and timely.

1.  Oversee and coach the PDP Project Support Units within PDP-UNDP project office in each province ensuring transfer of knowledge and skill to the unit members, specifically in the following areas:

• Financial resources management: proper review and analysis of the financial report submitted by the project management unit in the implementing partners; verification of supporting documents and cost-effectiveness against the planned activities as described in the work plan; ensuring that all UNDP policies and procedures on financial management followed and adhered to in the program implementation with clear flow of authority and control.
• Human Resources Management: ensuring timely renewal of contracts and appropriate use  of different contractual modalities for any personnel recruited under UNDP rules; reviewing and certifying HR reporting data.
• Efficient procurement and logistical services: in the case where UNDP has to conduct procurement of goods and services on behalf of implementing partners ensures that it is in compliance with UNDP procedures and policies; the inventory list being updated regularly and the record well-documented and shared with the implementing partners.
• Ensures the provision of proper common services organization and management, focusing on:

o Inter UN agencies coordination on common issues related to the operations of UN/International Agencies in Papua.
o Managing a cost recovery scheme for the Multi-donor Office(s).
o Supporting UN Area Security Coordinator with updating security related documents.

2. Provide strategic technical advice and capacity development to the provincial government through their project support units and in collaboration with the national operation managers: 

In providing advice and capacity development to provincial government, the OM provides strategic advice on procurement reform measures, and ensures capacity development of key provincial government agencies in complying with government rules, regulation, policies and strategies for effective procurement of goods and services from development partners’ assistance.  Specifically, the OM supports the programme directors within the implementing partners management with:

1) support to enhance capacity for effective and accurate financial resources management focusing on:

• Preparation of the PDP administrative budget and advising the Programme Directors and the Programme Coordinator on the planning of the financial resources;
• Application of accountability measures in managing the financial resources, including the adoption of  cost-efficiency , proper supervision of fund use;
• Coaching of the Finance staff to enhance their capacity in ensuring the timely submission of a high quality financial reports, which clearly records the reconciliation of expenditures, payments and bank statements.

2) improvement in the strategic human resources management focusing on:

• Monitoring the compliance of HR policies adopted by implementing partners as not to conflict or compromising the minimum standard requirement of  UNDP HR Rules, Regulations, Policies and Procedures.
• Promotion of proper supervision and quality performance of operations team including the implementation of performance management system, development of staff development strategy; also the critical review of job profile and organizational structure in accordance with the need of development programmes and policies.
• Supervision of recruitment processes to ensure implementation of fair and accountable HR policies.
• Support to improve the documentation and personnel record filing system, development of roster of consultants and technical assistant required for the programme activities.

3) Provision of technical support to ensure efficient procurement and logistical services management focusing on:

• Preparation of procurement plans, ensuring proper procurement processes and certification of administrative / procurement reports are in place.
• Supervision of the logistical support provided to the programme.
• Preparation and updating of rosters of consultants/vendors.
• Regular updates of the inventory of PDP property.

3. Participates in giving strategic direction and advice on the decision making process related to  the development and implementation of plans and policies affecting PDP programme operational as member, specifically in the following areas:

• Advise on the development of procurement plan and provision of logistical support.
• Elaborates and introduces internal administrative / operational rules and procedures for programme implementation,
• Introduces and reinforces internal control procedures in line with UNDP Internal Control Framework and accountabilities and responsibilities.
• Analysis of the situation in programme, assisting the evaluation of the programme impact, identification of operational and financial problems, development of solutions. 
•  Participation in audit of the projects.

III. Impact of Results

The key results will have an impact on the efficiency and effectiveness of the implementation of the People-centred Development Programme as it relates financial services, human resources, procurement and logistical services that led to client satisfaction and overall timely delivery of PDP programmes activities. Subsequently, by maintaining a professional working support team and environment for the People-centred Development Programme will impact on the image and reputation of UNDP in general amongst partners and stakeholders in Papua.

IV. Competencies

Corporate Competencies

• Demonstrates integrity by modelling the UN values and ethical standards
• Promotes the vision, mission, and strategic goals of the programme
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism

Functional Competencies:

Knowledge Management and Learning

• Promotes a knowledge sharing and learning culture in the office.
• Ability to provide policy advice on assigned areas.
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of specialized tasks related to results management, including support to design, planning,  managing data and reporting
• Ability to conduct formulation, implementation, monitoring and evaluation of development programmes and projects, mobilize resources
• Strong IT skills
• Ability to provide inputs business processes re-engineering, implementation of new system, and affect staff behavioral/ attitudinal change

Management and Leadership

• Focuses on impact and result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates strong oral and written communication skills
• Maintain relationships with clients and external actors
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities
• Demonstrates good people skills, fosters conducive working environment with a multi-disciplinary and multi-cultural team and strong team-working abilities.

V. Recruitment Qualifications

Education:

• Master’s Degree and or Bachelor's degree  or equivalent in Business Administration, Public Administration, Economics, or related fields.

Experience:

•  For Master with at least 2 years or of relevant experience or Bachelor with at least 6 years of relevant experiencein providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments .
• Experience in the usage of computers and office software packages, knowledge of automated procurement systems and experience in handling of web based management systems.
• Experience in the use of financial software such as ATLAS system and familiarity with UNDP programme implementation modalities, rules and regulations is an asset;
• Internationally recognized financing, accounting and procurement certification is desirable

Language Requirements: 

• Excellent spoken and written proficiency in English.

                                                        FEMALE CANDIDATES ARE ENCOURAGED TO APPLY