Operational Senior Manager

The Operations Manager reports to the Deputy Executive Director of the Sanitation and Hygiene Fund (SHF), who provides direction and general supervision.  The Operations Manager is a critical managerial and advisory role, helping to drive a cost-effective business model for the SHF and shape a value for money culture. 

The incumbent is responsible for ensuring the smooth day-to-day functioning of the SHF, driving organization-wide operational compliance with corporate strategies, UNOPS rules, regulations, policies, and standards of accountability, ethics, and integrity.  

The Operations Manager is responsible for supporting the Deputy Executive Director to define, produce, implement and revise the SHF operational model and associated policies, working to achieve the optimal relationship between expenditure and results, by reducing costs and increasing output.

The role works closely with  the UNOPS Support Service Team to guarantee SHF operational needs are met, ensuring effective operations/support services processes are defined, executed and maintained, across finance, procurement, travel and IT.  This includes taking a lead role in the preparation of the SHF financial plan, and the execution, tracking and review of all budgets and work plans.  

The role works collaboratively with colleagues across the SHF, particularly the Head of Country Portfolio, and Head of Monitoring and Evaluation. 

1. Operations and advisory

• Support the Deputy Executive Director with the development and implementation of the SHF’s work plan, assessing and managing risk

• Collaborate with colleagues to identify the need, determine cost and plan all support services, including human resources, procurement, finance, travel, Information and Communication Technology (ICT) and administrative services. 

• Ensure effective operations/support services processes are defined and maintained between the SHF Operations Team and the rest the UNOPS Geneva Office and  Headquarters

• Monitor SHF operations to ensure compliance with corporate strategies, UNOPS rules, regulations, policies, and standards of accountability, ethics and integrity and achievement of results. 

• Provide advisory support to SHF personnel and ensure an up-to-date and coherent  suite of Standard Operating Procedures (SOPs), templates and guidelines, and support documents from project/grant formulation, project/grant approval and project/grant closure with a focus on budget/finance related matters, costing, etc.

• Ensure client service and satisfaction with operations/support services processes, liaising with the rest of the UNOPS Geneva Office and Headquarters for required support as required.

• Lead on health, safety, security and environmental (HSSE) matters to ensure they are integrated into all aspects of the operations and that related risks are managed effectively.

• Oversee, prepare and issue Terms of Reference,  Statements of Works, MOUs and other agreements and  identify suitable firms or institutions; evaluating proposals received; making recommendations for contract awards, and negotiating with successful bidder(s).

• Provide oversight for the coordination of all travel related authorization and procedures, value for money, compliance, back to office reports, working as necessary with the travel desk in UNOPS Geneva Office.

2. Programme management

• In cooperation with the Deputy Executive Director, contribute to the design of work plans, budgets and forecasting/revisions, and  against SHF key performance indicators establish and consolidate measurable long/short term targets and monitor progress to measure progress and provide quality oversight

• Working with SHF colleagues, ensure timely and accurate tracking of all country and non-country funds, analysis of outputs and aligned reporting between results and expenditure

• Ensure the financial sustainability of the operational model and delivery of desired results, ensuring compliance with organizational strategies, policies, rules, regulations and standards of performance.

• Submit mandated reports and critical issues to the relevant stakeholders, including senior management and the SHF Board and Finance Committee, to drive future process improvement.

• Manage compliance and oversee the preparation of all programme documents (including business cases/strategies, programme plans and risk assessments).

• Manage the structured transition of new UNOPS systems into the SHF.

• Monitor use of Delegations of Authority (DOA) within SHF.

• Working in coordination with the Deputy Executive Director, ensure SHF policies and operational documents are periodically reviewed, updated and compliant with UNOPS procedures to ensure effective delivery of SHF objectives. 

• Drive efficiency in programme delivery, and enhances donor retention through timely relationship management.

• Monitor, track and control agreements, budget and expenditures and prepare any periodic process and budget/financial reports required.
  
  

• Monitor project financial projections, take necessary action(s) and/or refer critical issues to the Deputy Executive Director and/or other stakeholders for action.
  
  

• Prepare disbursement recommendations for the allocation of  financial resources to eligible countries prior to approval.
  
  

• Oversee organizational and country grant audits, and support the implementation of management responses.
  
  

3. Procurement of services and award of grants

In consultation and working with the UNOPS Support Services Team: 

• Oversee and supervise the SHF procurement processes, including tendering processes and evaluation and supplier selection, to ensure viable procurement solutions that are cost-effective and meet operational needs. 

• Ensure that UNOPS procurement procedures, regulations and standards of accountability, ethics, integrity and performance are met.

• Review, administer and issue contracts, agreements/amendments with the different vendors / subcontractors / service providers.

• Prepare grant awards requests, draft grant agreements and subsequent amendments, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations.

•  Ensure appropriate procurement support capacity is in place for major events.  

4. Innovation and knowledge management

• Contribute to the development and introduction of innovation to ensure the SHF is continually incorporating best practice approaches in operations and support services.

• Contribute to the dissemination and sharing of best practices and lessons learned for corporate development planning and knowledge building.

• At the request of the Deputy Executive Director and in collaboration with the team, plan, implement and organize strategic capacity building of personnel and other stakeholders.