United Nations Development Programme (UNDP)

Operations and Administrative Manager

United Nations Development Programme (UNDP)

Job Description

The UNDP Barbados and Eastern Caribbean Multi-Country Office (MCO) covers 10 countries and territories that include Anguilla, Antigua and Barbuda, the British Virgin Islands, the Commonwealth of Dominica, Grenada, Montserrat, Saint Kitts and Nevis, Saint Lucia and Saint Vincent and the Grenadines. Within the Eastern Caribbean, UNDP aims to create an enabling environment to support national governments capacities for inclusive and sustainable human development; meet their regional commitments, and internationally agreed goals including the Sustainable Development Goals (SDGs). As part of UNDP Barbados MCO support to the Commonwealth of Dominica, a Project Office was established in 2017 to assist government with immediate response, recovery and reconstruction post Hurricane Maria. This included strengthening national recovery frameworks, disaster preparedness and climate and community resilience, as well as empowering women to take a more proactive role in emergencies. Since 2017, the Dominica Project Office has evolved its portfolio to include climate resilience, economic recovery and sustainable development initiatives. Under the overall guidance and supervision of the Head of Office and the Operations Manager in the Barbados MCO, the Operations and Administrative Manager will be responsible for the overall support of implementation of ongoing projects within the Dominica Project Office, performing a variety of standard administrative and operational services within the framework of ensuring high quality and accuracy of work following the highest standards in line with UNDP guidelines and procedures. The Operations and Administrative Manager will work closely with Project Coordinators and the UNDP Barbados and Eastern Caribbean MCO to coordinate activities and seek synergies. Duties and Responsibilities Ensures implementation of operational strategies, focusing on achievement of the following results: • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; • Provision of inputs to administrative business processes Mapping and implementation of the internal standard operating procedures (SOPs); • Provision of inputs for the preparation of administrative team results-oriented workplans. Ensures effective administrative and logistical support, focusing on achievement of the following results: • Perform administrative support functions to facilitate the implementation of the programme/ project component activities • Assure smooth operational running of the projects by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments; • Contribute to the programme component/ project annual and detailed implementation work plans and reports preparation in quality and timely manner based on the requirements of the UNDP and programme/ project donors; • Support in initiating, review, processing and following-up on actions related to the Administration of the unit’s Human Resource activities, including recruitment of personnel and consultants, selection, performance appraisal, training etc., ensuring consistency in the application of UN/UNDP rules and procedures; • Coordination and support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs. • Participate in data collection, Analysis and maintenance of programme component/ project related database and files; Keep accurate electronic and paper filing, information and records systems; • Participate in project/ programme component activities (meetings, round tables, conferences, other public activities); preparation, implementation and follow up. • Facilitate and provide full support to programme / project monitoring, evaluation and audit missions, as well as missions of experts; • Keep updated programme/ project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the programme component/ project equipment transfer/disposal is being done in accordance with UNDP rules; • Coordinate that database of all stakeholders and partners; • Maintain contacts with relevant partners on a variety of the related issues; • Liaise with UNDP Barbados MCO Operations on a variety of the operations related issues: procurement, financial management and human resources; • Coordinate maintenance of stationery and office supplies, purchase office equipment when needed. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: • Participation in the training for the programme/ project personnel; • Sound contributions to knowledge networks and communities of practice. MEASURABLE OUTPUTS OF THE WORK ASSIGNMENT: • Full and appropriate use of UNDP Programme Operational Policies and Procedures and UNDP Standard Operating Procedures during implementation of the Project/ Programme component. PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS: • Programme/ project component implementation plan is fully and timely implemented; • Relevant outputs of the programme/project annual work plan are fully and timely implemented Competencies Core Competencies • Innovation - Ability to make new and useful ideas work Level 4: Adept with complex concepts and challenges convention purposefully • Leadership - Ability to persuade others to follow Level 3: Proactively seeks and recognizes contributions of others • People Management - Ability to improve performance and satisfaction Level 4: Models independent thinking and action • Communication - Ability to listen, adapt, persuade and transform Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation • Delivery - Ability to get things done while exercising good judgement Level 3: Takes responsibility for addressing critical situations and delivering core value Technical/Functional Competencies • Disaster Risk Reduction - Knowledge of DRR concepts, frameworks, risk management and principles and ability to apply to strategic and/or practical situations Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work • Gender Issues and Analysis - Knowledge of gender issues and the ability to apply to strategic and/or practical situations, including analysis of projects from a gender perspective Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work • Change Management - Ability to apply a systematic approach to adapt, control and effect change Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise • Stakeholders Management - Ability to manage multiple stakeholders and balance often contradictory expectations, building and maintaining relationships Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work • Mentoring and Capacity Building - Ability to coach/mentor technical staff to enhance sustain capacity development Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise • Team Building - Ability to work effectively with diverse groups of professionals towards common goals Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise • Communication - Ability to effectively communicate intensions and requirements to internal and external stakeholders Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Required Skills and Experience Education: • Bachelor’s degree in business administration, management, economics, or a climate change related field inclusive of at least 4 years’ experience Experience: • Bachelor’s and 4 year or master’s and 2 years 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. • Experience in coordination and advocacy • Professional work experience with UN Agency is desired, preferably with knowledge of Atlas. • Professional working experience in financial and administrative management of projects or programmes would be an asset. • Demonstrated evidence of research and reporting skills • Excellent report writing skills and strong interpersonal communication skills Demonstrable computer skills including Word processing, spread sheets, PowerPoint, and web-based programmes. • Data processing skills would be an asset. Language: • Fluency in written and spoken English • Knowledge of indigenous languages of Dominica is highly advantageous • Other: Legal status to status to work in Dominica e.g. CARICOM Graduate/Skilled National Certificate Disclaimer Important applicant information All posts in the SC categories are subject to local recruitment. Applicant information about UNDP rosters Note: 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. Workforce diversity UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence. 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