Operations & Procurement Manager

Terms of Reference
Project Title: Supporting the Ministry of Local Development in
Decentralization and Integrated Local
Development with Special Emphasis on Upper Egypt
Job Title: Operations and Procurement Manager

Implementing Partner* : Ministry of Local Development
Duration : ‎1 year
Project Background*
The EU-funded project aims at supporting the Ministry of Local Development
(MoLD) in creating a
modernized and decentralized local administration system at the central and
local levels in selected
governorates, that adheres to good governance, whose function is to support
and promote integrated
local development through upholding excellence in local public services
delivery and promoting local
economic and social development. The suggested outputs are responsive to the
priority areas of
interventions identified by MoLD.
Developing and rebuilding local institutional capacity is core not only for
implementing decentralization,
but also to achieve the ultimate objective of local development as represented
in local economic
development and provision of improved services and infrastructure. Creating
productive employment
opportunities in each locality that caters to all requires effective and
practical yet a strategic framework
for economic development, including targeted public investment in
infrastructure, development of
human capabilities, active promotion of innovation and entrepreneurship, and
alignment with national
policies for trade, investment and the like. Moreover, enhancing public
service delivery systems increase
citizen satisfaction with government performance, particularly when adhering
to good governance.
In accordance, the Project aims at supporting the Ministry along the
following:
‎1. Setting local development policies (decentralization, LED, rural
development, etc.) and legislative
framework.
‎2. Developing the local administration: institutional structure, main
functions (local service delivery,
etc.), operating systems (information, M&E, etc.).
‎3. Establishing mandates for the governorates for Local Economic Development
and supporting
them in activating LED processes.
‎4. Selection, qualification and capacity building of local administration
leadership and staff.
The Project aims at carrying out interventions in four governorates in Upper
Egypt; Fayoum, Beni Sueif,
Luxor, and Aswan.

Duties and responsibilities:
Under the guidance and full supervision of the Project Manager, the Operations
and Procurement
Manager will be responsible for procurement, financial management, and
operational management of
the project in accordance with the project document and the UNDP guidelines
and procedures for
nationally executed projects, including:
Financial management:
* Support the Project Manager and Heads of Components in financial planning for the project by
assuming responsibility for the overall approved budget plan for the project,
developing and
updating annual budget plan, and identifying any budget adjustments or
revisions;
* Prepare face-forms for all financial transactions and ensure that they are properly authorized,
recorded, have adequate supporting documentation, filled, well maintained and
can be easily
extracted for the purpose of preparing financial statements and audit reports;
* Check budget lines to ensure that all transactions are booked to the correct budget lines
* Review regularly annual budgets and available cash, maintain updated project financial status,
keep records of project funds and expenditures, and ensure all project-related
financial
documentation are well maintained and readily available when required by the
Project Manager;
or auditors;
* Upon request, prepare and submit expenditure and project budget status reports;
* Maintain updated project financial status, keep records of project funds and expenditures, and
ensure all project-related financial documentation are well maintained and
readily available when
required by the Project Manager or auditors;
* Liaise with UNDP Team to ensure compatibility of the project financial books with expenditure
reports including CDRs;
* Prepare and submit accurate financial reports as scheduled and/or upon request, including
expenditure and project budget status reports in both UNDP and EU standard
templates;
* Respond to queries from MoLD, UNDP and EU with respect to financial aspects of the project,
liaise with UNDP-appointed and external auditors wherever required;
* Provide financial administration support to the Project team and constant interaction with
UNDP's office;
* Undertake other financial and administrative tasks as assigned by the Project Manager.
Procurement:
* Develop, monitor and update an annual procurement plan that includes all procurement
operations within the annual work plan and approved budget of the Project;

• In accordance with the Project approved budget and annual work plan, ensure the procurement
  of equipment, supplies and services and coordinate equipment maintenance and
  insurance as
  required;


• Manage project procurement operations and contractual processes in full compliance with UNDP
  and EU rules and regulations and keep records of asset;


• Implement, monitor and control procurement processes, including preparation of TORs, RFQ, ITB
  or RFP by relevant technical staff, tendering, receipt of quotations, bids or
  proposals, and
  ensuring formation of evaluation committees, negotiation and settlement of
  contracts in full
  compliance with UNDP rules and regulations;


• Prepare all paperwork pertaining to payments to third parties and keep records of the
  documents, in accordance with MoLD, UNDP and EU rules and regulations; also
  ensuring receipts
  and documentation to be obtained for all payments;


• Ensure that contractual processes follow the stipulated UNDP and EU rules, regulations, and
  procedures;
  Operations management:


• Pro-actively contribute to day-to-day project implementation and ensure conformity of financial
  and procurement activities to expected results and project work-plans;


• Provide administrative and logistical support and preparations for the project operations,
  including travel arrangements of project team, counterparts and consultants,
  which entails flights
  and hotel booking, as well as organization of conferences, workshops and
  training by getting
  quotations and finalizing bookings;


• Provide access to information related to the project and strategy and maintain effective
  communication with partners;


• Assist in effective and efficient use of project resources as per the agreed annual workplan;


• Support project in the follow- up to and implementation of audit recommendations;


• Provide recommendations to ensure compliance of operations with UNDP rules, regulations,
  policies, and strategies, and monitoring of achievement of results.
  Expected Qualifications:


• Bachelor's degree in public administration, business administration, accounting, or related social
  sciences, or other relevant discipline is a must;


• At least ‎10 years of professional work experience in operations, procurement,
  accounting/finance, or other substantive areas related to the project is
  required;


• Previous work experience with similar projects, in particular with international agencies, is
  preferred;


• 
  

  Familiarity and prior experience with UNDP requirements and procedures is considered as an
  asset;

  
  


• 
  

  Public procurement experience with international agencies or government is an asset.

  
  


• Proven good analytical and problem-solving skills.


• Good communication, presentation and writing skills in both Arabic and English.


• Proven work experience with MS Office applications, particularly Excel is a must, and experience
  with software related to M&E, assessing data or follow up indicators is
  preferable.


• Proven ability to think strategically, support planning and budgeting exercise, work both
  independently and in teams, and demonstrate self-confidence combined with
  sensitivity to
  gender and culture.


• Fluency in English and Arabic languages.
  Application:
  Please submit your application to the below email specifying the title of the
  post:

Vacancy Notice issued: June 12th,
Deadline for application: June 26th,