Summary
Date Posted: Wednesday, July 13, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Position Purpose
• The Regional Operations Associate will play a critical role in supporting the workflow of the FMS regional team. He/ She will support key functions such as procurement, human resources, budget management revisions and financial reporting, as well all administrative and support staff roles for the regional office portfolio/clients, working closely with relevant HQ FMS colleagues/focal points.
• The Regional Operations Associate promotes a strong client-oriented approach consistent with UNDP rules and regulations.
• The Regional Operations Associate role is based in Dar-Es-Salaam, Tanzania and reports to the Regional Operations Manager and works under the overall guidance of Chief, FMS, P-5, UNCDF Headquarters.
Duties and Responsibilities
• Under the supervision of the Regional Operations Manager, the Regional Operations Associate G7 will provide a wide range of programme and operational support services and ensure full compliance of UNCDF regional programme operations with the UNCDF operational framework in line with the UN/UNDP rules, regulations and policies.

The detailed roles and responsibilities are outlined below:
• Ensures implementation of operational strategies.
• Provides procurement support to East & Southern Africa Portfolio Country Offices.
• Ensures effective administrative and financial control in the office.
• Provides logistical support to East & southern Africa Portfolio Country Offices.
• Ensures facilitation of knowledge building and knowledge sharing.

1. Ensures implementation of operational strategies, focusing on achievement of the following results:
• Full compliance of administrative activities with UNDP/UNCDF rules, regulations, policies and strategies
• Provision of inputs to the business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Administration and Logistics in consultation with the direct supervisor and office management
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.

2. Provides procurement support to field offices focusing on achievement of the following results:
• Full compliance of procurement activities with UNDP/UNCDF rules, regulations, policies and strategies;
• Provision of inputs to preparation of procurement plans for the field offices and inserting them in UNCDF Intranet;
• Procurement of travel services, workshop arrangements, goods and services for field offices
• Issuing Purchase orders and communication with vendors about the status of orders;
• Creation of vendors set-up and submit for approval;
• Reply and manage day-to-day correspondences with both internal UNCDF units and external partners especially vendors and clients;
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Maintain contract management database for monitoring the ongoing contracts;
• Maintain LTA management database to monitor ceiling of LTAs.

3. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
• Implementation of the control mechanism for administrative services;
• Maintenance of administrative control records such as commitments and expenditures;
• Regular update and maintenance of contracts database and payment dashboard of commitments and expenditures such as consultant, payment of goods and services.
• Proper control and of the supporting documents for payments, ensuring the proper filing system in field office database and electronic/hard copies;
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas/Quantum; payrolls are duly prepared; travel claims, POs and other entitlements are duly processed;
• Preparation of requests for payment for the programme team, resources persons and participants;
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
• Provision of clear and systematic guidance to field offices and projects on the processes and rules and regulations for the management of assets.

4. Provision of logistical support focusing on achievement of the following results:
• Provision of logistical support to organization of conferences, workshops and retreats
• Coordination and management of travel authorization, reservations, visa, etc
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
• Responsible for issues related to issuance of visas, stay permit, issuance of UNLP, ground pass, Identification Card for staffs;
• Supports control of Project Assets and inventory including keep record and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed;
• Proper inventory control; supervision of proper issuance of inventory items and supplies
• Receipt of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent);
• Facilitation of logistical arrangement for delivery and arrival of goods;
• Facilitation of VAT clearance process;
• Proper record and tracking of common services expenditure ;
• Perform other work-related tasks assigned by the supervisors;
• Ensures Support to HR processes in the region;
• Support to staff planning at regional and country level;
• Monitoring and follow up on HR processes (appointments, renewals, terminations);
• Effective support to all administrative tasks related to recruitment processes at the regional level.

5. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
• Development and maintenance of the project filing system;
• Organization of trainings for the operations/ projects staff on programme;
• Synthesis of lessons learnt and best practices in programme;
• Sound contributions to knowledge networks and communities of practice.

Impact of Results
• The key results have an impact on the overall FMS operational efficiency in programme support and success in implementation of UNCDF operational and programme strategies. Accurate analysis and presentation of information supports FMS as a strong service provider to its internal clients & UNCDF position as a strong development partner. The information provided facilitates decision making of the FMS and UNCDF management, contributing to the success of UNCDF overall drive of the implementation of the Sustainable Development Goals, with strong programme delivery at the regional and country level in the East & Southern Africa regions.

IV. Competencies
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies
Business Management - Results based Management
• Ability to manage programmes and projects with a focus at improved performance and demonstrable results.

Business Management - Project Management
• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Business Development - Knowledge Generation/ facilitation
• Ability to animate individuals and communities of contributors to participate and share, particularly external

Business Management - Partnership Management
• Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Business Management - Digital Awareness and Literacy
• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

V. Keywords
List 3-5 most important skills from competencies required for the position – limited to 1-3-word descriptions – that will help inform workforce planning of critical skill supply and demand.
• Procurement
• Logistics
• Finance
• Administrative

VI. Required Skills and Experience
Education:
• Secondary Education, preferably with specialized certification in Accounting and Finance.
• First University Degree in Business or Public Administration, Economics, Political or Social Sciences or related fields would be highly desirable, but it is not a requirement.

Experience:
• Minimum seven 7 years of progressively responsible administrative or Operations experience is required at the national or international level.
• Candidates having Bachelor’s degree or equivalent, will require a minimum of four years of relevant work experience.
• Specialized training in office management and administration is highly desirable.
• Experience with a UN organization/agency is desirable.
• Professional fluency in English required (both written and spoken).
• Experience with ERP system ATLAS/Quantum and UNDP Procurement Processes, Programme Operations Policies & Procedures etc. is highly desired, but not a requirement.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Professional fluency in English required (both written and spoken).

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


Work Hours: 8

Experience in Months: 84

Level of Education: Professional Certificate

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