Support Services Manager (Roster Replenishment)

Background Information – PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients. The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

One of the main objectives of the Peace and Security Centre is to rapidly deploy project personnel to the field. To accomplish this, it has established a Pool of Experts, from which it deploys and re-deploys personnel in order to fulfil personnel vacancies. A Pool of Experts is a roster of specialists whose technical knowledge and personal suitability has been evaluated and approved in advance, allowing them to be deployed on short notice and in short order. Pool members can be deployed on any of UNOPS contract modalities: FTA, TA, or I-ICA (International Individual Contractor Agreement).

**Background Information – Job-specific

*This roster replenishment is being launched in response to a current vacancy in South Sudan. Even though this roster is designed to serve vacancies worldwide, candidate who express interest in deploying to South Sudan within the next three months will be prioritized. Candidates who are not interested in deploying to South Sudan would still be considered, but at a later date.*

Functional Responsibilities

Support Services Managers report to Country Managers (or equivalent) and lead Support Services Teams in Project Offices. They foster collaboration within the team, using a client-oriented approach. The Support Services Manager works in close collaboration with a number of local internal stakeholders, relevant partners, and colleagues in HQ – to successfully deliver operations services.

The Support Services Manager acts as an advisor to Senior Management on all aspects of the office management and operations, ensuring compliance with UNOPS rules and regulations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT, transportation and vehicle management, and administration and security. The main purpose of the role is to ensure the right support is in place for current and upcoming projects, balancing operational and project priorities, whilst ensuring effective, efficient and consistent support service provision across the project portfolio and internally.

Functions/Key Results Expected

  1. Operations management
  2. Project planning and coordination support
  3. Procurement and logistics
  4. Financial management
  5. Human Resources Management
  6. Administration and Information Technology
  7. Knowledge Management

1. Operations management

  • Management of the Operations/Support Services of the Office, namely HR Management, Finance, Procurement, Logistical, Administrative and ICT Services – facilitating effective, efficient and consistent support service provision to projects and all activities under the Office.
  • Support the Country Manager in establishing the management targets. Monitor their achievement
  • Collaborate with relevant colleagues to identify the need, determine cost and pro-actively plan all Office support services.
  • Monitor and supervise all aspects of operations to ensure compliance with corporate strategies, UNOPS rules, regulations, policies, and standards of accountability, ethics and integrity and achievement of results. Ensure proper implementation of standards and operating procedures
  • Monitor effectiveness of support services, to ensure optimum client service and satisfaction. Drive timely readjustment and improvements of the operations.
  • Seek relevant input in support, from e.g. HoSS in place for the Multi Country Office, IPAS, and Practice Groups.
  • Act as focal point for any internal/external audit exercise.
  • Supervision of the Security related matters and ensuring full compliance with UNOPS security standards and procedures. Implementation of the Business continuity plan.

2. Project planning and coordination support

  • Provide assistance and support to the project budget preparation, revisions and work planning
  • Provide input into the early stages of project engagements
  • Provide advice on goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing.
  • Provide advice on project cost sharing, deployment of funds and closure.
  • Closely liaise with the Head of Support Services for the Multi Country Office, in order to optimize service delivery and address any issues**3. Procurement and logistics**
  • Supervise the Office procurement processes, including tendering processes and evaluation and supplier selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.
  • Establishment of shortlist of suitable contractors/suppliers, and the preparation and issue of local tenders. Evaluation of bids or proposals received and of recommendations for contract awards.
  • In consultation with relevant colleague, review, administer and issue contracts, agreements/amendments.
  • Provision of guidance on all logistics, asset management and procurement matters. Oversee the logistics of goods and equipment on project sites to confirm delivery and safe warehousing.
  • 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;
  • Repair and maintenance for all equipment including EDP equipment, communications equipment, vehicles and generators, etc.
  • Building management and maintenance activities
    4. Financial Management
  • Support the Country Manager in preparation of the Office financial plan and budget. Ensure timely revisions and reallocation of funds.
  • Oversee the Support Services finance unit and ensure compliance with the UNOPS/Financial Rules & Regulations and Finance procedures
  • Monitor, track and control expenditure to ensure optimum and appropriate use of financial resources.
  • Ensure the availability of required financial reports and exception reports including investigating anomalies to resolve problems, reporting or recommending any action required to relevant stakeholders.
  • Supervise the timely review, posting and closure of accounts. Certify/verify accuracy and compliance with standards of accountability framework. Submit/prepare mandated report on financial status.
  • Supervise all financial services (accounting, cash management, payments etc.) ensuring timeliness and compliance with standards of accountability and performance.
  • Monitor the Management Budget expenditures for the Office and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the applicable procedures.

5. Human resources management

  • Oversee the Support Services HR Unit
  • Ensure the Office complies with corporate human resources policies, procedures and that all corporate HR initiatives are correctly implemented
  • Support the Country Manager in planning personnel required for the optimal administration of the office and for the delivery of the Office portfolio
  • Oversee all human resource services/processes including recruitment, salary administration and compensation, performance review, training and development, ensuring compliance with human resource rules, regulations, procedures and standards of performance and ensuring that hiring managers actively seek to create diverse teams in terms of gender and geography.
  • Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility. Definition of training plans for personnel involved in the delivery of support services
  • Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

6. Administration and information technology

  • Manage the timely and efficient delivery of all administrative services, (e.g. centralized project admin, premises and asset management, organizational and personnel security, travel and IT).
  • Full compliance of operations of the Country with UNOPS rules, regulations and policies, on administrative matters and supervision of the administrative team.
  • Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries, supervision of the ICT Associate.
  • In close collaboration with HQ and HoSS for the Multi Country Office, support the maintenance of a secure and reliable ICT environment, including adequate plans for disaster recovery.
  • Manage the acquisition, maintenance, inventory, recording, verification and protection of project and administrative facilities/assets, including IT infrastructure, equipment and servers.
  • Identify opportunities for leveraging the use of IT to enhance business operations and efficiency and to facilitate knowledge management, and information sharing.

7. Knowledge Management

  • Knowledge building and sharing with regards to management and operations in the Office, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge management initiatives.
  • Development of tools and platforms for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners**Impact of Results**

The effective and successful achievement of results by the Support Services Manager for the Office directly impact on the development and performance of the projects, visibility and image of the UNOPS as an effective service provider in project services and management and consequently strengthen its competitive position as a partner of choice in sustainable development and project services in the country served.

**Education/Experience/Language requirements

Educational Requirements

  • Advanced University Degree (Master Degree or equivalent) with a minimum of 5 years of relevant experience or
  • First Level University Degree (Bachelor degree or equivalent) with a minimum of 7 years of relevant experience or

Experience Requirements

  • Relevant experience is defined as progressively responsible experience in administrative operations in a public or private organization
  • Experience in a large, global organization is desired
  • Some experience in the UN system organisations, preferably in a developing country, is desired
  • Experience in a hardship location is desired
  • Experience in mine action is desired

(** ‘Desired experience’ is simply experience that is ‘nice-to-have’. If you don’t have one or more of the desired experience items, you should nevertheless apply; your application will still be considered.)

Language Requirements

  • Fluency in written and spoken English (read, write, speak) is required
  • Fluency in another official UN language is desired

How to apply

Interested candidates can follow the link below:

https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=22761&media=print

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