Operations Manager [Open to Tier 0, 1 & 2 Applicants]

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

- Tier 0 : UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.

- Tier 1 : Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments

- Tier 2 : UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers

- Tier 3 or no tier indicated : All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in more than 170 countries, we help nations to build integrated, lasting solutions for people and planet.

UNDP Samoa Multi-Country Office (MCO) is supporting the Cook Islands, Niue, Samoa and Tokelau to promote inclusive, blue-green and pro-poor growth, effective governance, and sustainable and resilient development that leverages innovation and digital transformation and seeks to catalyze financing for the Sustainable Development Goals (SDGs). We help our partners in identifying relevant solutions to their most significant development challenges and offer policy and implementation services to address these challenges.

Guided by the UNDP Multi-Country Programme Document (MCPD) for the Pacific Island Countries and Territories 2023-27, the MCO’s policy, advisory, programmatic, and implementation services focuses on the following areas:

- Peace: inclusive governance, justice and peace

- Prosperity: inclusive, blue-green and sustainable growth

- Planet: sustainable management of natural resources, biodiversity conservation, strengthened climate and disaster resilience and management.

UNDP’s programme is anchored in the principle of leaving no one behind, with specific focus on gender equality and women’s empowerment including the fight to end violence against women and girls, and empowerment and engagement of youth and Persons with Disabilities. The MCO serves Cook Islands, Niue, Samoa and Tokelau from its office located in Apia, Samoa where it hosts approximately 40 personnel.

Duties and Responsibilities

Supervisory/Managerial Responsibilities: Supervise and manage UNDP Country Office operations staff.

Under the overall guidance of the Resident Representative (RR) and direct supervision of the Deputy Resident Representative (DRR), the Operations Manager acts as an advisor to Senior Management on all aspects of Country Office (CO) management and operations. This includes strategic management of financial and human resources, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The Operations Manager’s main role is to lead, constantly evaluate, and adjust the operations of the Country Office to ensure consistent delivery service and smooth functioning of the CO programmes and projects.

The Operations Manager leads and guides the (CO) Operations Team and fosters collaboration within the team, and with programme staff and other UN Agencies using a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the CO, Operations staff in other UN Agencies, UNDP HQ staff and Government officials to successfully deliver the country programme.

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.

1.) As a member of the CO management team, ensures the strategic direction of operations and facilitate knowledge sharing

- Ensure full compliance of operations with UN/UNDP rules, regulations, policies, and Internal Control Framework (ICF);

- Implement corporate operational strategies. Establish management targets (BSC); and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required;

- Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships and resource mobilization purposes;

- Ensure mapping of CO business processes, and establishment of internal Standard Operating Procedures (SOPs) for Finance, Human Resources Management, Procurement, ICT, Logistic, Protocol, Travel and Transportation Management Services;

- Support senior management in identifying and overseeing risks to ensure dynamic and effective risk management in the CO and to make more risk-informed and timely decisions. Monitor and analyze the operating environment; undertake risk analysis related to operations for discussion with the DRR and RR, as appropriate; and make timely readjustment of operations services, considering advice on legal considerations;

- Ensure systematic adherence to UNDP policies, procedures, and corporate guidance on enterprise risk management in the CO and at the project level. Participate in the appraisal of projects to provide operational input that includes formulating risk management plans and anticipating cost of risks during the project design phase;

- Ensure relevant colleagues and stakeholders from both programme and operations are consulted in the identification, costing, and management of risks for the programme, all projects, and portfolios in the office/unit when applicable;

- Ensure knowledge building and sharing about management and operations in the CO, coordination of staff learning needs, and consolidation of lessons learnt/best practices;

- Provide sound contributions to UNDP knowledge networks and communities of practice.

2.) Ensure effective, risk-informed, and accurate financial resources management and supervision of the Finance team.

- Ensure proper planning of CO financial resources, tracking and recording of expenditures in compliance with IPSAS, and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;

- Oversee the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis, and received with sufficient supporting documentation;

- Perform appropriate delegations in ERP for voucher and Treasury transactions approvals and bank reconciliation. Approve bank reconciliations and pending disbursements as the “third authority” (cheques, bank transfers, EFT);

- Organize cost-recovery mechanisms for CO services provided to projects and UN Agencies that includes ensuring timely preparation of proforma invoices for UN agencies;

- Organize and provide oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, and security for cash assets on site;

- Monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. Ensure appropriate CO and UNDP HQ staff are informed of the results of the investigation when satisfactory answers are not obtained;

- Serve as member of bank signatory panel;

- Ensure transaction and stop payment approval on internet banking system;

- Ensure all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures

3.) Ensure strategic human resources management and supervision of the HR team.

- Ensure MCO compliance with corporate human resources policies and strategies;

- Advice on optimal staffing of the office and projects;

- Provide oversight of recruitment processes and appropriate use of different contractual modalities in accordance with UNDP rules and regulations;

- Establish and maintain proper performance management and staff development systems, ensuring staff access to role-appropriate learning activities.

4.) Ensure provision of efficient procurement, logistical and administrative services, and supervision of the Procurement team.

- Ensure MCO compliance with corporate rules and regulations related to procurement and logistics;

- Develop MCO procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system;

- Develop MCO procurement plan and ensure proper contract management, anticipating potential litigations;

- Oversee procurement processes and logistical services in compliance with procurement principles and guidelines;

- Ensure proper management of UNDP assets, facilities and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the CO’s assets.

5.) Ensure forward-looking information and communication management and supervision of ICT team .

- Ensure ERP functionality is used for improved business results and improved client services;

- Identify opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;

- Maintain a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Update the ICT Disaster Recovery Plan regularly;

- Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry and web-based office management system, etc.

6.) Ensure proper common services management and establishment of strong collaboration with other UN Agencies.

- Establish common services and maintain coordinating machinery to ensure integrated activities on common services and implementation of the UN reform;

- Elaborate strategic approach for implementation of common services in line with the latest developments in common services and best practices;

- Ensure proper planning and tracking of common services budget and of Agencies' contributions to the common services account;

- Contribute to Operations Management Team (OMT) activities including the area of risk management.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies

- Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact.

- Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems.

- Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences.

- Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands.

- Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results.

- Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration.

- Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity.

People Management

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical Competencies

Business Direction & Strategy

- System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Procurement

- Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Finance

- Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

Business Management

- Customer Satisfaction/Client Management:

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.

- Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.

- Ability to anticipate client's upcoming needs and concerns.

- Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

- Ability to manage communications internally and externally, through media, social media and other appropriate channels.

- Portfolio Management

Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity.

- Ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Required Skills and Experience

Education:

- Advanced university degree (master’s degree or equivalent) in Business Administration, 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.

Experience:

- Minimum of 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant experience at the national or international level in providing management advisory services and/or managing operational systems and establishing relationships with international organizations and national governments;

- Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP (Oracle) is required;

- Experience and good knowledge of accrual accounting, IPSAS or IFRS is desirable;

- Demonstrated ability in people management and working with diverse teams in developing countries is desired;

- Managerial experience in finance; human resources; procurement and/or operations is required;

- Demonstrated knowledge of UNDP programme and project management policies and procedures is desirable;

- Experience in project/programme/operational risk management is desired;

- Prior UN/UNDP experience in a similar position is desired.

Language Requirements:

- Fluency in English and Samoan is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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