JOB TITLE:OPERATIONS MANAGER
Background
As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact.
Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team.
Under the guidance and supervision of the Deputy Country Director, will act as an advisor to Senior Management on all aspects of Country Office Management and Operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the CO/programmes, projects, operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.
The Operations Manager 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 Manager will work in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operations services.
Duties and Responsibilities
As a member of the CO management team, ensures the strategic direction of operations focusing on achievement of the following results:
Ensure quality control and full compliance of operations management with UN/UNDP operations rules, regulations, policies and procedures, implementation of corporate operational strategies. Contributing to the CO Integrated Work Plan (IWP), establishment of management targets for the CO Balanced Scorecard (BSC) and regularly monitoring achievement of results;
Establishment of collaborate arrangements with partners and appropriate operational partnership arrangements;
CO operational business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Administrative, Procurement, Logistical and ICT services as and when needed;
Ensure full compliance of SOPs with the corporate UNDP Internal Control Framework (ICF). Constant monitoring and analysis of the operating environment, timely readjustment of the CO specific ICF to ensure compliance with the corporate ICF and operations policies and procedures, advice on operational legal considerations and risk assessment;
Knowledge building and sharing with regards to operations management in the CO, organization of the trainings for the CO staff, UNDP projects and UN Agencies on operations policies and procedures, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
Ensures provision of effective and efficient general administrative support services and supervision of the Administrative team focusing on achievement of the following results:
CO compliance with corporate administrative rules and regulations;
Elaboration and implementation of the control mechanism for administrative services, proper assets management, proper inventory control, fleet management and other administrative services. Ensure full compliance with IPSAS in the accounting for the Asset Management;
Establishment and maintenance of the proper travel management processes for CO, UNDP projects and UN Agencies;
Certification of administrative reports ensuring accuracy and conformance with administrative rules and regulations, including DSA, Place-to-place and other surveys.
Ensures provision of efficient procurement and logistical services and supervision of the Procurement team focusing on achievement of the following results:
CO compliance with corporate procurement rules and regulations 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 Atlas for Purchase orders approvals and Vendor approver. Serve as a member and/or alternate Chairperson of the CO Contracts, Assets and Procurement Committee (CAP);
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.
Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:
Use of Atlas 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.
Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
Ensures provision of common services on behalf of UNDP and harmonized business practices, which includes common services and common premises, to ensure the efficiency and effectiveness of UN operations in country;
Ensure elaboration of the UNDP 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;
Represent UNDP CO in Operations Management Team (OMT), being active part of OMT to ensure that a common framework of operations is established at the country level to support programmatic issues, including development of common management practices, and common support services, ensure exchange of information among operation managers to better understand the systems and procedures of the different agencies.
Competencies
Functional Competencies:
Advocacy/Advancing A Policy-Oriented Agenda
Results-Based Programme Development and Management
Building Strategic Partnerships
Innovation and Marketing New Approaches
Resource Mobilization (Field Duty Stations)
Promoting Organizational Learning and Knowledge Sharing
Job Knowledge/Technical Expertise
Global Leadership and Advocacy for UNDP’s Goals
Client Orientation
Core Competencies:
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Required Skills and Experience
Education:
Master’s Degree in a relevant field, preferably in Business Administration, Public Administration, finance or Economics.
Experience:
A minimum 5 years of relevant experience at the national or international level in operational management, including 3 years of senior-level management responsibilities of similar size and complexity 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, experience in handling of web based management systems and ERP systems, preferably PeopleSoft;
Experience of accrual accounting, IPSAS or IFRS is highly desirable.
Language Requirements:
Fluency English is required;
Swahili is desirable
APPLICATION INSTRUCTIONS:
Online application, CLICK HERE
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JOB TITLE:SENIOR DRIVER
Background
Under the overall guidance direct supervision of the Administrative Associate, the Driver provides reliable and safe driving services ensuring high accuracy of work. The Driver demonstrates a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds.
The Driver provides driving services to the operations and programme staff in the CO, Consultants and Experts and UN staff on mission.
Duties and Responsibilities
Ensures provision of reliable and safe driving services by a) driving office vehicles for the transport of UNDP staff, other high-ranking officials and visitors, b) delivering and collecting of mail, documents and other items, and c) meeting official personnel and visitors at the airport including visa and customs formality arrangements when required;
Ensures cost-savings on proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports;
Function / Expected Results Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc;
Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts;
Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
Competencies
Operational Effectiveness:
Ability to perform a variety of repetitive and routine tasks and duties;
Ability to review data, identify and adjust discrepancies;
Ability to handle a large volume of work possibly under time constraints;
Good knowledge of administrative rules and regulations;
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
Ability to organize and complete multiple tasks by establishing priorities;
Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair (for Drivers);
Demonstrates excellent knowledge of protocol (for Drivers);
Demonstrates excellent knowledge of security issues (for Drivers);
Managing Data:
Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
Interprets data, draws conclusions and/or identifies patterns which support the work of others.
Managing Documents, Correspondence and Reports:
Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
Ability to produce accurate and well documented records conforming to the required standard.
Planning, Organizing and Multi-tasking:
Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Required Skills and Experience
Education:
Secondary Education, High School Level;
Valid Driver's licence.
Experience:
2 years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.
Language Requirements:
Fluency in English;
Swahili is desirable.
APPLICATION INSTRUCTIONS:
Online application, CLICK HERE
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JOB TITLE:MONITORING AND EVALUATION SPECIALIST
Background
As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact. Deepening reform will require new and even more innovative ways for the UN agencies to work together in formulating and implementing UNDAP II. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team.
The Programme & Strategic Support Unit (PSSU) has been created to support the strategic and programme management function for the country programme. The team will directly support the Programme team with the design and formulation of projects; monitoring and evaluation, gender mainstreaming, communication and resource mobilization; compliance to quality assurance standards and reporting on results. The PSSU in collaboration with Operations units ensures high quality project management in aspects of procurement for projects, field monitoring, utilization of programme resources, HACT audit and implementation of audit recommendations. The PSSU provides support to programme and project evaluations (appraisal, mid-term and final reviews and outcome evaluations), internal and external communication, resource mobilization and results reporting. The team is there to ensure that CO results are monitored, tracked, reported and communicated as per UNDP and CO expectations and requirements. The function includes maintenance of donor/partner relations, maintenance of CO visibility and supporting the programme team to report in the ROAR, the IWP and the IRRF for the SP.
Under the guidance and direct supervision of the Programme Management Specialist, the M&E Specialist contributes to the effective implementation of the CPE Evaluation plan and participates in the conduct of thematic and crosscutting evaluations. The M&E Specialist ensures that objective evaluations are designed and implemented to assess the country programme relevance, effectiveness, efficiency, impact and sustainability of results; that evaluations carried out in a credible and systematic manner; supports the application of evaluation lessons and recommendations in programme design, and contributes to the implementation of UNDAP and CPD priorities and results.
The Specialist liaises with the Evaluation Office at Headquarters/Regional Service Centre regarding evaluation approaches and methodologies, ensuring that UNDP meets the minimum requirements for monitoring and evaluation, including the conduct of mandatory project evaluations and Outcome evaluations. The M&E Specialist works in close collaboration with the Head of Programme, the PSSU members, with the Programme and Operations Teams in the CO, UNDP Evaluation Office staff and Government officials to ensure that thematic, programme and project evaluations are carried out according to schedules and that findings and recommendations are implemented and followed up.
The M&E Specialist also plays a critical role in supporting and coordinating the annual reporting in ROAR, the reporting for the SP through the IRRF and biannual results reporting and UNDAP review process. S/he further provides effective support to the implementation of the UNDAP and the Delivering as One (DaO) initiative through actively participating in the UN interagency PME Working Group for monitoring and reporting UNDAP results and outcomes for UNDP.
Duties and Responsibilities
Ensures effective coordination of the evaluation process in the Country Office, focusing on achievement of the following results:
Preparation of CO Evaluation Plan;
Quality assurance and drafting of Terms of Reference (TOR) for specific project/thematic/sectoral evaluation missions and/or desk evaluations/reviews, participation in consultant and evaluation team selection, technical feedback on evaluations and budget oversight;
Guidance on UNDP evaluation policies, procedures and practices to programme managers, UNDP CO staff concerned with evaluation, consultants and/or members of the evaluation team;
Provision of the technical advice at the design stage of programmes/projects setting up a framework with defined indicators at the design stage to facilitate the evaluation at the later stages;
Preparation of analytical documents on areas evaluated, effectiveness and impact of UNDP programme;
Follow up on implementation of evaluation recommendations. Ensuring the optimal use of evaluations by providing guidance in preparation of timely management response to all mandatory evaluations and by developing a communication plan;
Monitors the programme reporting the integrated results and resources framework (IRRF) by providing inputs to periodic reports for the Country Office and Senior Management.
Ensures appropriate design and implementation of programme M&E framework focusing on achievement of the following results:
Design of M&E framework for the country programme to facilitate its evaluation at later stages;
Review and update existing project M&E framework in accordance with the project document M&E plan;
Align project and programme M&E with the RRF and the IRRF to enable the country programme to report appropriately to the global Strategic Plan;
Ensure the country programme aligns to the thematic, design and operational parameters of the Strategic Plan;
Provide technical advice for the revision of performance indicators when required;
Identify the requirements for collecting baseline data, prepare TOR, and support conducting of baseline surveys, research studies and analyses of the findings. Analyze and interpret research findings for programme use. Documenting results of studies and report on them;
Contribute to the development of project Annual Work Plans, ensuring alignment with project strategy, annual targets and inclusion of M&E activities in the work plan;
Prepare a detailed M&E budget for the CO M&E framework. Oversee and execute M&E activities with particular focus on generating reliable data and evidence on project performance, results and impact;
Undertake regular visits to the field in collaboration with Programme team to support implementation of M&E plan and to identify where adaptations might be needed;
Documenting and maintaining database for sources of evidence in collaboration with Communications Analyst to facilitate reporting in ROAR, IWP, IRRF and to donors.
Ensures facilitation of knowledge building and knowledge sharing in the area of monitoring and evaluation, focusing on achievement of the following results:
Identification of evaluation findings, lessons learned and recommendations to be integrated into broader EO knowledge management efforts, disseminated in learning events and channeled into decision-making processes;
Coordinate the implementation of gender equality strategy and CO gender equality action plan;
Organise and provide training in M&E for project and implementing partner staff, primary stakeholders with view to developing local M&E capacity;
Organization and coordination of M&E and gender trainings in the Country Office;
Participation in evaluation and gender communities of practice, staying abreast of latest development and professional norms, standards, tools and methodologies;
Facilitation of staff participation in Practice networks, UNDP knowledge networks, regional networks and communities of practice and promotion of a learning culture.
Substantive lead role in and coordination support to the implementation of the UNDAP and the Delivering as One (DaO) initiative, focusing on achievement of the following:
Active participation in the UN Planning, Monitoring and Evaluation Working Group (PMEWG) ;
Coordination and quality assurance in the biannual UNDAP review process
Contribution and support to effective implementation of annual joint evaluation workplan in line with the DaO Matrix and UNDAP;
Contribution and support to effective monitoring of results achieved under DaO Matrix, and UNDAP, and active participation in the annual programme review exercise;
Substantive and timely inputs to reporting on AWP to the Annual UN Report on UNDAP and DaO Matrix;
Collaboration and coordination with other UN agencies, government agencies, NGOs, and other organizations on monitoring and evaluation issues.
Impact of Results
The key results have an impact on the Results-Based Management in the Country Office, in particular the assessment of development impact and dissemination of findings for knowledge building within and outside the organization. Effective implementation of evaluation policies and strategies, as well as efficient management of the evaluation process, enhance the organization’s capacity and credibility in implementation of highly effective programmes with strong impact.
Competencies
Functional Competencies:
Advocacy/Advancing A Policy-Oriented Agenda;
Results-Based Programme Development and Management;
Building Strategic Partnerships;
Innovation and Marketing New Approaches;
Resource Mobilization (Field Duty Stations);
Promoting Organizational Learning and Knowledge Sharing;
Job Knowledge/Technical Expertise;
Global Leadership and Advocacy for UNDP’s Goals;
Client Orientation.
Core Competencies:
Promoting ethics and integrity, creating organizational precedents
Building support and political acumen;
Building staff competence, creating an environment of creativity and innovation;
Building and promoting effective teams;
Creating and promoting enabling environment for open communication
Creating an emotionally intelligent organization;
Leveraging conflict in the interests of UNDP & setting standards;
Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Fair and transparent decision making; calculated risk-taking.
Required Skills and Experience
Education:
Master’s Degree in M&E, Business or Public Administration, Development Statistics, Project Management, International Relations, Economics, Political Sciences or related field.
Experience:
5 years of relevant experience at the national and international level in international development issues;
Experience in monitoring and evaluation, management of development projects and gender related policy matters;
Experience and ability to deal with data and analyze research findings;
Experience in the usage of computers and office software packages, experience in handling of web based management systems.
Communication Skills
Language Requirements:
Fluency in English
Swahili is desirable.
