Background Info - UNOPS
'UNOPS plays a critical role in providing management services for our life-saving, peacebuilding, humanitarian and development operations. I have seen many examples of how these activities help suffering people in troubled parts of the world.' Ban Ki-moon, United Nations Secretary-General.
UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need.
Working in some of the world's most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.
By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.
UNOPS employs around 3,500 personnel annually and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries.
Background Info - Job-specific
Under the guidance of Director, the Operations Specialist (Operations Manager) acts as an advisor to Senior Management on all aspects of Regional Office management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT, transportation and vehicle management, and security, consistent with UNOPS rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the Regional Office/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.
The Operations Manager leads and guides the Office Operations Team and fosters collaboration within the team,
with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the Regional Office, operations staff in other UN Agencies, UNOPS HQs staff and Government officials to successfully deliver operations services.
The functions/duties/key results of this job description are generic and may not always be applicable, nor comprehensive, for all jobs under this job title.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Functional Responsibilities
Summary of Key Functions
- Ensuring strategic direction of operations
- Financial resources management and supervision of the Finance team
- Supervision of Asset Management Function
- Human Resources Management and supervision of the HR team
- Efficient procurement and logistical services and supervision of the Procurement team
- Information and communication management and supervision of ICT team
- Transport and Technical Services
- Security-related issues
As a member of the Regional Office management team, ensures the strategic direction of operationsfocusing on achievement of the following results:
- Full compliance of operations with UNOPS rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
- Regional business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services. Provision of training on operational matters to staff and projects, and conduct regular monitoring of proper implementation of SOPs
- Knowledge building and sharing with regards to management and operations in the Regional Office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge networks and communities of practice.
- Management of the Operations & Support Services of the Regional Office, namely HR Management, Finance, Procurement, Logistical and ICT Services, ensuring the timely delivery of services to projects and programmes under the Regional Office;
- Constant monitoring and analysis of the operating environment, timely readjustment and improvements of the operations, advice on legal considerations and risk assessment.
- In managing the Operations & Support Services, liaise and assist with CTA's/PMs and other UN agencies on operational matters to understand their needs, provide guidance, and implement solutions;
- Development of tools and platform for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners;
- Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results:
- Proper planning, expenditure tracking and audit of financial resources, in accordance with UNOPS rules and regulations.
- Organization of cost-recovery mechanisms for Regional Office services provided to projects and UN Agencies, including ensuring preparation of pro-forma invoices for UN agencies.
- Organization and oversight of Regional Office cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
- Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained.
- Transaction and stop payment approval on internet banking system.
- Development and implementation of a finance management system in accordance with UNOPS Financial Rules and Regulations;
- Monitoring of administrative budget expenditures and advice to Programme Managers on the budget status, ensuring that funds allocated is not exceeded or that additional funds are allocated when required; response to queries on financial and administrative matters.
- Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:
- Regional Office compliance with corporate human resources policies and strategies.
- Optimal staffing of the office and projects.
- Oversight of recruitment processes in accordance with UNOPS rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
- Establishment and maintenance of the proper performance management and staff development systems.
- Establishment and implementation of a recruitment system for national personnel, in accordance to UNOPS HR manual and in collaboration with the relevant sections in UNOPS, undertaking recruitment process for national consultants and administering contracts on behalf of Regional Office;
- Periodic review of staff entitlements under special circumstances and recommendation for improvement to UNOPS Headquarters HR for approval and implementation;
- Definition of training plans for staff involved in the delivery of support services;
- Ensures provision of efficient procurement and logistical services and supervision of the Procurement team focusing on achievement of the following results:
- Regional Office compliance with corporate rules and regulations in the field and elaboration of the Regional Office procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
- Elaboration of the Regional Office contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNOPS rules and regulations
- Development and implementation of a procurement management system in relation to planning, awarding, administering and monitoring of all matters related to procurement, in accordance with UNOPS Procurement Manual;
- Supervision of the preparation of tendering documents for international procurement requirements; the establishment of shortlist of suitable contractors/suppliers, and the preparation and issue of local tenders. Together with the requesting programme component, evaluation of bids or proposals received and recommendations for contract awards;
- Efficient implementation of a vendor database and use of the system to record the listing, updating, evaluation and and monitoring of performance of service providers and vendors;
- Provision of guidance on all procurement matters
- Development and implementation of a comprehensive logistics system in accordance with UNOPS Logistical Procedures;
- Development and implementation of a comprehensive supply system in accordance with UNOPS Logistical Procedures;
- Management of the movement of personnel and equipment into and within the duty station
- Implementation of an equipment management and accounting system for all UNOPS managed equipment and properties in accordance UNOPS equipment policy.
- Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:
- Use of Atlas functionality for improved business results and improved client services.
- Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
- Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
- Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.
- Ensures efficient transport and technical services, focusing on achievement of the following results:
- Establishment and management of a vehicle pool for providing transportation services as required by the Office as well as to meet logistical needs;
- Development and implementation of a vehicle management and maintenance system in accordance with UNOPS vehicle management policy and procedures;
- Implementation of a repair and maintenance system for all equipment including EDP equipment, communications equipment, vehicles and generators, etc.;
- Building management and maintenance activities; development and implementation of a power policy in line with capacity of the city power and generators
- Ensures proper management of security-related issues, focusing on achievement of the following results:
- Analysis and identification of potential issues related to security and proposal of strategies and proposal of options to be reviewed by management.
- Implementation of a comprehensive security policy for the Regional Office;
- Establishment of a security warden system for the Regional Office and a duty roster for after hours response to projects.
- Guidance and supervision to the security guards for safeguarding the staff and premises
- Preparation of quarterly Security Incident Reports.
- Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
- Review of security arrangements in light of requirements and ensure the efficient implementation of all recommended measures;
Required Competencies
UNOPS Core Values/Competencies
- Integrity
- Professionalism
- Respect for diversity
- Creativity and innovation
- Commitment to continuous learning
- Accountability
- Planning and organization skills
- Results orientation
- Strong oral and written communication skills
- Teamwork skills
- Client orientation
- Technological awareness
Functional Competencies
- Knowledge Management and Learning
- Promotes knowledge management in UNOPS and a learning environment in the office through leadership and personal example
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
- Development and Operational Effectiveness
- Ability to lead strategic planning, results-based management and reporting
- Ability to lead formulation and monitoring of management projects
- Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration
- Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioural/ attitudinal change
- Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates openness to change and ability to manage complexities
- Leads teams effectively and shows mentoring as well as conflict resolution skills
Desired Competencies
- Knowledge of UN/UNOPS core competencies
- Good knowledge of administrative rules and regulations
- Knowledge of ATLAS or similar systems
- Ability to perform a variety of standard specialized and non-specialized tasks
- Ability to review a variety of data, identify and adjust discrepancies
- Strong analytical and problem solving skills and ability to handle a range of management and coordination issues.
- Demonstrated ability to apply good judgment and decision making skills.
Education
- Advanced university degree in Business Administration, Public Administration, Finance, Economics or related field.
- Applicants with a Bachelors Degree, and additional two years of relevant working experience may also be considered.
Experience
- 5 years of relevant experience at the national or international level in providing administrative/management advisory services and managing staff and operational systems and establishing inter-relationships among international organization and national governments.
- UN working experience is highly desired.
Additional Considerations
- UNOPS reserves the right to appoint a candidate at a level below the advertised level of the job.
- Qualified female candidates are strongly encouraged to apply
Based on organizational needs at the time of recruitment, applicants accepted into this UNOPS roster pool may be considered for job at the advertised job level or its equivalent. The successful candidate(s) may be offered a contract governed by the United Nations Staff Regulations and Rules or UNOPS individual contractor agreement.
