Support Services Manager

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UNOPS - United Nations Office for Project Services

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Application deadline 2 years ago: Sunday 17 Oct 2021 at 23:59 UTC

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Contract

This is a IICA-2 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 5 years of experience, depending on education. More about IICA-2 contracts.

Background Information - PSC

Peace and Security Cluster

For over 20 years, the United Nations Office for Project Services (UNOPS) Peace and Security Cluster (PSC) has provided its largest partner, UNMAS, with interlinked portfolio, Programme and project management services that are reinforced by comprehensive management and oversight controls.

Under this umbrella, the Cluster is responsible for the day-to-day management of UNMAS Field Programmes through a comprehensive approach encompassing areas such as human resources, procurement and contract management, as well as planning, implementation and risk management, that is supported by cross-cutting initiatives that include knowledge and information management, and gender, diversity and inclusion. This comprehensive delivery platform is implemented according to client requirements and in line with UNOPS rules and regulations through the leadership of the Cluster Director, who has the overall authority and accountability for the performance of PSC on behalf of its clients.

Background Information - Job-specific

The Mine Action Office in South Sudan (SSD) is based in Juba and it supports the United Nations Mission in South Sudan (UNMISS) as well as the national demining authorities in coordinating Mine Action activities in South Sudan. The program has been coordinating and providing quality assurance (QA) of all humanitarian mine action activities throughout South Sudan since 2004. UNMAS SSD’s current operations focus on hazardous area surveys, landmine and ERW clearance and destruction, route verification and clearance, emergency mitigation measures for improperly stored small arms and ammunition (SAA) (as required), Explosive Ordnance Risk Education for UN personnel, humanitarian partners and vulnerable groups, entry point control using Explosive Detection Dogs (EDD) and data management.

Functional Responsibilities

Under the overall supervision of the Head of Project Unit (HoPU) and with a secondary reporting line to the Head of Support Services (HoSS), Support Services Manager leads and guides the Support Services Team in the UNMAS SSD Programme, fosters collaboration within the team as well as enables the client-oriented approach. The Support Services Manager works with a number of local internal stakeholders, relevant partners to enable the successful delivery of the operations services.

The Support Services Manager acts as an advisor to UNMAS SSD Management on all aspects of the office management and support services. This includes strategic financial and human resources management, efficient procurement and logistical services, transportation and vehicle management and administration, in accordance with UNOPS rules and regulations. 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. Support Service Management 2. Project Planning and Coordination Support 3. Procurement and Logistics 4. Financial Management 5. Human Resources Management 6. Knowledge Management

1. Support Services Management - Management of the Support Services of the UNMAS SSD Programme, namely HR Management, Finance, Procurement, Logistical, and Administrative Services - facilitating effective, efficient and consistent support service provision to projects and all activities under the Office. - Support the management team in establishing the management targets. - Collaborate with relevant colleagues to identify the need, determine cost and proactively plan all Office support services. - Monitor and supervise all aspects of support service activities 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 support service processes. - Seek relevant input in support, from technical experts. - Act as the local focal point for any internal/external audit exercise. - Act as the programme Health, Safety, Security and Environment (HSSE) focal point and ensure that the office environment and working conditions are in full compliance with the UNOPS rules and regulations for HSSE. Conduct regular HSSE assessments, prepare reports and implement safety measures.

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 and workplans.
  • 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.

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.
  • Establish a 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 colleagues, 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.
  • Management and oversight of the workshop operations ensuring quality repairs are conducted while adhering to the Health, Safety, Security and Environment (HSSE) requirements.
  • Oversee building management and maintenance activities.

4. Financial Management

  • Support the SSD programme management team in preparation of the Office financial plan and budget. Ensure timely revisions and reallocation of funds.
  • Ensure compliance with the UNOPS/Financial Rules & Regulations and Finance procedures.
  • Liaise with the financial team to monitor, track and control expenditure to ensure optimum and appropriate use of financial resources.
  • Liaise with the Portfolio Team to 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 all local financial services (accounting, cash management, payments etc.) ensuring timeliness and compliance with standards of accountability and performance.

5. Human Resources Management

  • Oversee the Support Services of HR personnel.
  • Ensure the Office complies with corporate human resources policies, procedures and that all corporate HR initiatives are correctly implemented.
  • Support the management team 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. 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 UNMAS SSD Programme 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.

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!

* QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY!

Education/Experience/Language requirements

Education

  • An Advanced University degree (Master’s Degree or equivalent) combined with five (5) years of relevant experience OR
  • A First level University degree (Bachelor’s degree or equivalent) combined with seven (7) years of relevant experience is required.

Experience - Relevant experience is defined as experience in performing administrative operations in a public or private organization. - Experience in stakeholder engagement is desirable.

Language - Fluency in English (writing, speaking, reading) is required.

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!

* QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY!

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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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.

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.
  • 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
  • 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.

Contract type, level and duration

Contract type: International Individual Contractor Agreement (IICA) Contract level: IICA-2 (ICS-10) Contract duration: Open-ended, subject to organizational requirements, 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

Background Information - UNOPS

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Added 2 years ago - Updated 2 years ago - Source: jobs.unops.org