Operations Specialist – UNDP Gambia: A Comprehensive Role Overview & Impact Analysis
The Operations Specialist position at UNDP Gambia is a senior role responsible for overseeing and improving the efficiency of all operational functions in the UNDP Country Office (CO). This role is critical for ensuring smooth financial management, administration, procurement, human resources, ICT, and logistical services while aligning operations with UNDP policies and international standards.
Key Responsibilitieshttp://Operations Specialist (Open to Gambia Nationals Only) – UNDP
- Operations & Financial Management:
- Ensure all financial activities comply with UNDP rules and regulations.
- Monitor budgets, oversee expenditures, and ensure proper accounting.
- Oversee audits, financial risk assessments, and cost recovery mechanisms.
- Manage cash flow, bank relationships, and ensure financial security.
- Administration & Logistics:
- Supervise office administration, logistics, facility management, and security.
- Ensure compliance with UNDP policies on asset management and inventory.
- Support Business Continuity and Security Planning in coordination with UN security teams.
- Procurement & HR Oversight:
- Supervise procurement operations, ensuring transparency and efficiency.
- Oversee human resource services, including staff recruitment, performance management, and training.
- Ensure adherence to UNDP procurement policies and international best practices.
- ICT & Digital Transformation:
- Implement modern web-based systems to improve efficiency.
- Ensure ICT security and disaster recovery plans are in place.
- Promote digital tools to enhance office workflow and service delivery.
- Common Services & Partnerships:
- Collaborate with other UN agencies, government bodies, and donors.
- Oversee shared services, ensuring cost-effectiveness.
- Improve service delivery through strong operational strategies.
Who Should Apply?
This position is ideal for candidates with: ✅ A Master’s degree in Business Administration, Finance, Economics, or related fields (or a Bachelor’s degree with more experience).
✅ 5–7 years of experience in operations management, finance, procurement, HR, or administration.
✅ Experience in financial risk management, procurement, and UN operations is a big advantage.
✅ Fluency in English and at least one local language (Mandinka, Fula, Wolof, Jola).
✅ Strong leadership, problem-solving, and digital transformation skills.
Why This Job is Important?http://@vacancyspaces.com
This role directly contributes to the success of UNDP’s mission in The Gambia by ensuring that programs run smoothly, budgets are well-managed, and resources are efficiently allocated. The Operations Specialist helps drive the effectiveness of UNDP’s work in economic development, governance, and environmental resilience.
Operations Specialist – UNDP Gambia
(Open to Gambia Nationals Only)
Location: Banjul, Gambia
Organization: United Nations Development Programme (UNDP)
Job Type: Full-time, Fixed Term (1 Year with Possibility for Extension)
Grade: NOC
Application Deadline: March 24, 2025
Required Education: Master’s Degree (5 years of experience) or Bachelor’s Degree (7 years of experience)
Languages Required: English and at least one local language (Mandinka, Fula, Wolof, Jola)
Introduction to the Role
The Operations Specialist is a key leadership position within the UNDP Country Office (CO) in The Gambia, responsible for ensuring smooth operational functions, strategic financial management, effective human resources (HR) oversight, procurement efficiency, and ICT improvements. The person in this role will work closely with UNDP senior management, program teams, government agencies, and other UN bodies to enhance operational effectiveness and ensure alignment with UNDP’s global operational framework.
In this role, you will be an advisor to senior management on operations, which includes overseeing financial administration, office logistics, HR strategies, and procurement. You will also play a key role in risk assessment, business continuity planning, and ensuring compliance with UNDP’s policies and international best practices.
Key Responsibilities of the Operations Specialist
The Operations Specialist at UNDP Gambia will be responsible for several core functions that ensure the efficiency and effectiveness of the country office. These responsibilities are grouped into five major areas:
1. Financial Resource Management
As an Operations Specialist, you will oversee all financial aspects of UNDP Gambia’s operations, ensuring compliance with international financial management policies. Your role will involve:
✅ Financial Planning & Budgeting:
- Developing and monitoring financial plans for UNDP operations in The Gambia.
- Ensuring that financial resources are allocated in line with UNDP’s strategic goals.
- Managing budget implementation and ensuring cost-effectiveness in all operations.
✅ Financial Risk Management:
- Identifying financial risks and ensuring internal control mechanisms are in place.
- Monitoring transactions to detect fraud, inefficiencies, or financial mismanagement.
- Ensuring all financial activities comply with International Public Sector Accounting Standards (IPSAS).
✅ Cash Flow & Treasury Management:
- Managing cash flow, liquidity, and imprest accounts.
- Handling bank relationships and ensuring proper reconciliation of financial transactions.
- Approving voucher transactions, treasury transactions, and disbursements.
✅ Audit & Compliance Oversight:
- Coordinating financial audits and ensuring adherence to UNDP’s financial regulations.
- Investigating anomalies in financial transactions and reporting any irregularities.
✅ Cost Recovery & Revenue Management:
- Developing cost-recovery mechanisms for services provided by UNDP to other agencies.
- Ensuring that all funds due to UNDP are properly recorded and collected.
2. Administrative & Logistical Support
As the Operations Specialist, you will oversee UNDP Gambia’s administrative, logistical, and security functions. You will be expected to:
✅ Manage Facility & Asset Administration:
- Oversee office logistics, procurement, and facility management.
- Ensure efficient use of UNDP assets and compliance with asset disposal policies.
- Implement proper records management and archiving systems.
✅ Security & Risk Management:
- Serve as the Security Focal Point (SFP) for the country office.
- Ensure compliance with Minimum Operating Security Standards (MOSS).
- Collaborate with UNDSS (UN Department of Safety and Security) on risk assessments.
- Develop and implement business continuity and disaster recovery plans.
✅ Event & Logistics Coordination:
- Manage logistics for UNDP missions, workshops, and official events.
- Ensure smooth transportation arrangements and travel authorizations.
✅ Administrative Policy Development:
- Develop internal Standard Operating Procedures (SOPs) for administration and logistics.
- Continuously monitor and improve operational efficiency.
3. Procurement & Contract Management
Procurement plays a crucial role in UNDP operations, and as an Operations Specialist, you will be responsible for overseeing procurement activities, vendor management, and supply chain operations.
✅ Oversee Procurement Processes:
- Ensure all procurement processes follow UNDP procurement policies and international best practices.
- Manage contracts and ensure fair, transparent, and competitive bidding.
- Approve procurement transactions as Manager Level 2 in Quantum.
✅ Develop Sourcing & Supplier Management Strategies:
- Identify reliable vendors and suppliers for UNDP procurement needs.
- Ensure fair vendor evaluation and contract management.
- Develop policies for risk management in procurement.
✅ Asset & Supply Chain Oversight:
- Oversee inventory, warehousing, and asset disposal processes.
- Ensure full compliance with IPSAS for asset management.
4. Human Resources (HR) & Staff Management
The Operations Specialist will have oversight of HR management within the Country Office. This includes:
✅ HR Policy & Compliance:
- Ensure that HR policies are in line with UNDP standards.
- Provide guidance on recruitment, contract management, and staff benefits.
✅ Talent Acquisition & Performance Management:
- Oversee recruitment processes, ensuring fairness and transparency.
- Implement performance evaluation mechanisms and staff capacity-building programs.
✅ Workplace Ethics & Diversity:
- Promote diversity, inclusion, and gender equality in the workplace.
- Address staff grievances and ensure adherence to ethical guidelines.
Table of Contents
5. ICT & Digital Transformation
Technology plays a crucial role in modernizing UNDP operations. As an Operations Specialist, you will:
✅ Enhance Digital Operations:
- Implement automated business processes for efficiency.
- Ensure secure ICT systems and data protection mechanisms.
- Support digital tools for office management and information sharing.
✅ Risk & Cybersecurity Management:
- Ensure compliance with UNDP’s cybersecurity policies.
- Develop ICT disaster recovery plans.
✅ Drive Innovation & Technology Adoption:
- Introduce modern tools such as AI-driven data analysis and e-registry systems.
- Foster a culture of digital transformation within the organization.
Required Qualifications & Experience
Educational Qualifications
📌 Master’s Degree in Business Administration, Finance, Public Administration, Economics, or related fields.
📌 A Bachelor’s Degree is accepted with 7 years of relevant experience.
📌 Additional Certifications Preferred:
✔️ CIPS Level 4 (Certified Institute of Procurement and Supply) is highly desirable.
✔️ Professional accounting certification (e.g., ACCA, CPA) is an added advantage.
Work Experience
📌 Minimum 5 years (with a Master’s) or 7 years (with a Bachelor’s) of experience in:
✔️ Operations and financial management.
✔️ Procurement and contract management.
✔️ HR oversight and administration.
✔️ Experience working in international organizations (UN, NGOs, etc.) is an advantage.
Why This Role is Important
This role is critical to UNDP’s strategic mission in The Gambia. As the Operations Specialist, you will: ✅ Ensure that UNDP programs are well-supported through efficient operations.
✅ Improve governance, transparency, and financial accountability.
✅ Enhance partnerships with government agencies and international donors.
This position is perfect for experienced professionals in finance, operations, and administration who want to make a lasting impact in development and humanitarian work.
Would you like help tailoring your resume or writing a cove
Certainly! Below is an expanded version of the Operations Specialist role at UNDP Gambia, covering all aspects of the job in even greater depth—ranging from operational strategy, challenges, best practices, to real-world impact.
Operations Specialist – UNDP Gambia
A Comprehensive Role Overview
Table of Contents
- Introduction
- Detailed Breakdown of Responsibilities
- Financial Management
- Administrative & Logistical Oversight
- Procurement & Supply Chain Management
- Human Resources & Talent Development
- ICT & Digital Transformation
- Leadership & Strategic Role of the Operations Specialist
- Challenges in Operations Management & How to Overcome Them
- Best Practices in UNDP Operations & Global Standards
- Expected Impact of This Role in The Gambia
- Essential Skills & Competencies
- Conclusion
1. Introduction: What Does an Operations Specialist Do?
The Operations Specialist in the United Nations Development Programme (UNDP) Gambia serves as a strategic leader responsible for ensuring that all operational functions are running efficiently. This role is essential for the success of UNDP programs, as it provides the foundational support needed for programs to deliver sustainable impact.
You will be working closely with the UNDP Country Director, program managers, government officials, donors, and vendors to ensure that operations align with international best practices. This role is crucial for driving efficiency, ensuring compliance, and managing risk within the organization.
2. Detailed Breakdown of Responsibilities
A. Financial Resource Management
Financial management is one of the most critical aspects of the Operations Specialist’s role. UNDP projects often involve multi-million-dollar budgets, and it is crucial that funds are managed transparently and efficiently.
✅ Key Responsibilities:
✔️ Budget Planning & Financial Forecasting: Developing budgetary frameworks for country operations.
✔️ Monitoring & Financial Oversight: Ensuring all transactions comply with International Public Sector Accounting Standards (IPSAS).
✔️ Risk Management & Fraud Prevention: Detecting financial irregularities and implementing strong internal controls.
✔️ Revenue Management: Ensuring UNDP collects all revenues and that financial reports are accurate.
✔️ Cost Recovery Mechanisms: Ensuring operational costs are reimbursed for services provided to other agencies.
🔴 Challenges in Financial Management:
- Managing fluctuating donor contributions.
- Ensuring all expenses align with project funding agreements.
- Preventing fraud and financial mismanagement.
✅ Best Practices:
- Regular financial audits and compliance checks.
- Developing clear Standard Operating Procedures (SOPs) for financial transactions.
- Strengthening accountability through transparent reporting mechanisms.
B. Administrative & Logistical Oversight
Strong administrative and logistical support is necessary to ensure smooth country office operations.
✅ Key Responsibilities:
✔️ Facility & Asset Management: Ensuring all UNDP properties, vehicles, and office resources are maintained efficiently.
✔️ Security & Business Continuity: Developing security protocols for the office and ensuring business continuity in case of emergencies.
✔️ Administrative Procedures: Overseeing document control, archiving, and office logistics.
✔️ Travel & Event Management: Coordinating logistics for workshops, training sessions, and field visits.
🔴 Challenges in Administration:
- Managing security risks, especially in volatile regions.
- Ensuring cost-effective and eco-friendly office management.
✅ Best Practices:
- Implementing automated workflow systems for document management.
- Developing risk management strategies for security and logistics.
C. Procurement & Supply Chain Management
Procurement is a critical function that ensures timely and efficient delivery of goods and services for UNDP programs.
✅ Key Responsibilities:
✔️ Procurement Planning & Strategy: Ensuring UNDP’s procurement strategy aligns with development objectives.
✔️ Vendor Selection & Contract Management: Conducting competitive bidding and negotiating contracts with suppliers.
✔️ Compliance with International Standards: Ensuring all procurement activities align with UNDP’s Procurement Manual and CIPS (Certified Institute of Procurement & Supply) guidelines.
✔️ Asset Disposal & Inventory Control: Managing UNDP assets and ensuring compliance with disposal policies.
🔴 Challenges in Procurement:
- Ensuring fair competition in supplier selection.
- Preventing corruption and conflicts of interest in procurement processes.
✅ Best Practices:
- Using Quantum ERP System for procurement automation.
- Developing long-term agreements (LTAs) with reliable suppliers.
D. Human Resources (HR) & Talent Development
The Operations Specialist plays a major role in workforce planning and HR development at UNDP.
✅ Key Responsibilities:
✔️ Recruitment & Workforce Planning: Ensuring a talent pool that meets the operational needs of UNDP.
✔️ Performance Management & Staff Wellbeing: Implementing effective appraisal systems and mental health programs.
✔️ Capacity Building: Conducting training programs for staff professional growth.
🔴 Challenges in HR Management:
- Retaining skilled staff in a competitive job market.
- Addressing diversity and gender balance in recruitment.
✅ Best Practices:
- Developing career growth frameworks within UNDP.
- Strengthening the gender equality policy in recruitment.
E. ICT & Digital Transformation
Technology is critical for improving operational efficiency.
✅ Key Responsibilities:
✔️ Digital Tools & Workflow Automation: Implementing AI-driven analytics for decision-making.
✔️ Cybersecurity & Data Protection: Ensuring all ICT infrastructure is secure.
✔️ Cloud-Based Systems: Enhancing data accessibility and collaboration.
🔴 Challenges in ICT:
- Ensuring digital inclusion for all staff.
- Addressing cybersecurity threats.
✅ Best Practices:
- Adopting cloud-based financial management systems.
- Implementing two-factor authentication for security.
3. Leadership & Strategic Role of the Operations Specialist
As a senior management position, the Operations Specialist contributes to:
✅ Shaping UNDP’s strategic vision in The Gambia.
✅ Ensuring operational excellence and risk mitigation.
✅ Enhancing inter-agency collaboration within the UN system.
4. Challenges in Operations Management & How to Overcome Them
🔴 Key Challenges Faced by UNDP Operations Specialists:
- Financial Constraints & Budget Cuts – Requires innovative cost-saving strategies.
- Managing Multi-Stakeholder Operations – Demands strong coordination skills.
- Ensuring Accountability & Transparency – Needs strong compliance mechanisms.
✅ Solutions & Strategies to Overcome These Challenges:
- Implementing automated financial control systems.
- Strengthening partnerships with international donors.
- Enhancing audit and risk management procedures.
5. Expected Impact of This Role in The Gambia
🌍 Through effective operations management, the UNDP Operations Specialist will:
✔️ Improve financial transparency and accountability.
✔️ Ensure timely implementation of development projects.
✔️ Strengthen public sector efficiency in collaboration with government agencies.
6. Essential Skills & Competencies
✅ Technical Skills:
- Financial Management (IPSAS, ERP Systems)
- Procurement (CIPS Certification Preferred)
- HR Management (Talent Acquisition, Training & Development)
- ICT & Digital Transformation
✅ Soft Skills:
- Leadership & Decision-Making
- Problem-Solving & Risk Assessment
- Strategic Thinking & Stakeholder Engagement
7. Conclusion
The Operations Specialist at UNDP Gambia is a high-impact leadership position that ensures the success of UNDP programs by managing financial, administrative, HR, procurement, and ICT operations. This role is ideal for experienced professionals who want to make a difference in public sector efficiency, transparency, and humanitarian developme
