Head of Support Services

Contract

This is a IICA-3 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 7 years of experience, depending on education. More about IICA-3 contracts.

Background Information - Job-specific

UNOPS CDMCO Director is responsible for managing strategic and operational risks associated with a subset of the regional portfolio of engagements, developing and delivering cost effective services contributing to partners’ sustainable results and achievements of UNOPS management results. There are currently 19 of these Country Offices / Multi Country Offices located in Asia, Europe, the Middle East, Africa Latin America and the Caribbean.

The Head of Support Services is a critical leadership role in the Multi Country Office, reporting to the Director, who provides general guidance and vision. The role is responsible for providing an efficient and integrated support service for Multi Country Office (including the Project Offices in scope) dealing on a daily basis with a diverse team of national and international professionals.

Background information - DR Congo

Democratic Republic of Congo

Based in Kinshasa in the Democratic Republic of Congo (DRC), since 1991, the UNOPS CD Multi country Office covers eleven countries: Angola, Burundi, Cameroon, Central Africal Republic, Comoros, Gabon, Equatorial Guinea, Democratic Republic of Congo (DRC), Republic of Congo, Madagascar, Rwanda. The Multi Country office has forged strong working relationships with international partners, United Nations agencies, including United Nations missions, and governments of Central African countries.

Functional Responsibilities

The Head of Support Services reports to the Operational Hub Director, who provides general guidance and supervision. The role is responsible for providing an efficient and integrated support service for the Operational Hub.

Functions / Key Results Expected

1. Operational leadership, advisory and technical support
2. Project planning and coordination support
3. Procurement management and oversight
4. Financial management and oversight
5. Human resource management and oversight
6. Administration and Information Technology management and oversight
7. Knowledge management and innovation
8. Logistics and Security management and oversight

1. Operational leadership, advisory and technical support

• As a key leadership role for the Multi-Country Office, the Head of Support Services monitors and supervises teams as well as all aspects of operations (Finance, HR, Procurement, Health, safety, security and environmental (HSSE), Information Technology(ICT) and Administration) to ensure achievement of results, whilst driving compliance with corporate strategies, UNOPS rules, regulations, policies, and standards of accountability, ethics and integrity.
• Monitor support services to ensure continuously improving client service and satisfaction, including liaising with appropriate Head Quarters Practice Groups and IPAS for required support.
• Contribute to the formulation of Multi Country Office strategies and policies through advisory services to theMulti Country Office Director.
• Provide technical advice and operational guidance on innovative approaches to project financing, risk assessment/mitigation and use of financing structures, mechanisms instruments and guarantees.
• Collaborate with colleagues to identify the need, determine cost and plan all Multi Country Office support services, including procurement, finance, human resources and administrative services.
• Assist the Multi Country Office Director in setting goals, targets and performance standards for projects, and recommend tools for monitoring, evaluation and auditing

• At the request of the Multi Country Office Director participate in any UN forum discussions and planning to ensure UNOPS position, interests and priorities are fully considered.

• 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.

• Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harrasement, sexual harrasement and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.

2. Project planning and coordination support

• Provide assistance and support to programme and project budget preparation, revisions and work planning.
• Provide input into project engagement and acceptance documents including assisting with contract negotiations.
• Provide advice on goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing.
• Monitor project financial projections, take decisions and/or refer critical issues to the Operational Hub Director and/or other stakeholders for action.
• Provide advice on programme and project cost sharing, deployment of funds and closure.
• Constantly monitor and analyse the operating environment to identify potential risks and take action/refer critical issues for intervention to ensure delivery of results.
• Closely liaise with the Field Offices (within the OH/OC) in order to troubleshoot any issues that might cause interruption in the support services management.

3. Procurement management and oversight

• Oversee and supervise Operational Hub 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.
• Evaluate contractual arrangements and legal commitments/risks for appropriate action.
• Oversee the efficiency and integrity of the procurement evaluation process to ensure cost-effective procurement of goods and services.
• In consultation with relevant colleague, review, administer and issue contracts, agreements/amendments with institutions and UN agencies.
• Oversee the logistics of goods, services and equipment on project sites to confirm delivery and safe warehousing.
• Evaluate, list, update and monitor the performance of the roster of service providers of suitable firms or institutions

4. Financial management and oversight

• Prepare the Multi Country Office financial plan and manage the budget process/cycle to 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 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 Multi Country Office and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the applicable procedures;
• Act as a focal point for any internal/external audit exercise.

5. Human resource management and oversight

• Plan personnel required for Multi Country Office programmes/projects.
• 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.
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.
• Exercise control of all staffing issues within the Multi Country Office as required by the projects’ demands including recruitment, training, staff performance review.

6. Administration and Information Technology management and oversight

• In close collaboration with Headquarters, support 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.
• Manage the timely and efficient delivery of all administrative services, (e.g. premises, asset management, organizational and personnel security, travel and IT).

7. Knowledge management and innovation

• Contribute to the development and introduction of innovation to ensure UNOPS is continually incorporating best practice approaches in the Multi Country Office 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 Multi Country Office Director and in collaboration with the team, plan, implement and organise strategic capacity building of project personnel, clients and stakeholders.
• Contribute to the increase in maturity level of the Multi Country Office personnel through development of efficient systems and mechanisms including control instruments.

8. Logistics and security management and oversight

• Oversee fleet Management
• Oversee asset management and inventories
• Oversee management of the Multi Country Office including its security and MOSS compliance
• Oversee procurement and logistics of the Multi Country Office basic services
• Oversee travel arrangements of projects and the Multi Country Office personnel needs

Education

An advanced University degree in either Business Administration, International Relations, Finance, Development Studies or other relevant disciplines is required. A bachelor Degree with 2 additional years of relevant professional experience may be accepted in lieu of the advanced Degree.

Experience

A minimum of 7 years of progressively responsible experience covering at least two of the following operations functions: Procurement, Finance/Audit, Logistics/ Asset Management and Human Resources. Knowledge of the other functions is desirable.

A minimum of 3 years of leadership experience, including a proven track record managing staff and operational systems is required.

Some experience in UN system organizations preferably in a developing country is desirable.

Experience dealing with UN regulations, rules and policies in the areas of contracting, procurement and human resources is desirable.

Languages

Full working knowledge of English and French is mandatory.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: International Individual Contract Agreement (IICA) Contract level: IICA-3 (ICS-11) Contract duration: Ongoing ICA – Suject to the availability of funds and satisfactory performance.’ For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.