Support Services Officer

Contract

This is a LICA Specialist-8 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 0 years of experience, depending on education. More about LICA Specialist-8 contracts.

Background Information - Job-specific

Kenya Multi-Country Office (KEMCO)

Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.

Functional Responsibilities

Under the supervision of the Head of Support Services (HoSS), the Support Services Officer shall offer support as a coordinator to project managers, project developers and managers on all aspects of management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and vehicle management, consistent with UNOPS rules and regulations. The main role is to assist the HoSS in coordinating the provision of support services, ensuring consistent service delivery and constant evaluation and readjustment of the support services, taking into account changes in the project portfolio as and when needed. The duty station will be Nairobi, Kenya.

Summary of Key Functions:

• Coordinating support services
• Offer support to HoSS in the planning and coordination of projects with regards to support services
• Financial resource management
• Human resource management functions
• Procurement management functions
• Information and communication management
• Administration, including asset management and logistics

1. Coordination of Support Services, focusing on achievement of the following results: - Give regular updates on the status of OH and operations on the resolution of issues and risks relating to support services.

• Assist the HoSS in providing operational direction to Support Services Managers in the Hub’s countries of operations, oriented to quality, effective and cost efficient delivery of operations of the projects.

• Support the HoSS in coordinating the development of annual work plans of support services units based on project needs.

• Ensure consistent implementation of the relevant work flows (RACI) and SOPs across the OH.

2. Financial resource management, focusing on achievement of the following results: - Prepare the financial plan (ME and LMDC) and manage the budget process/cycle to ensure timely revisions and reallocation of funds.

• Assist in ensuring that the LMDC (Locally Managed Direct Cost) budget covering support services in the offices of the OH is properly managed and costs recovered.

3. Human Resource Management functions: - Supporting compliance with corporate human resources policies and strategies including Optimal staffing of the offices and projects.

• Providing support in oversight of recruitment processes in accordance with UNOPS rules and regulations, appropriate use of different contractual modalities, contracts management, performing the function of HR Manager in OneUNOPS

• Support in fostering a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

4. Provide support in ensuring efficiency in Procurement management, focusing on achievement of the following results: - Assist in review of various data resources to verify procurement units provision of efficient procurement and logistical services and supervision of the procurement team focusing on achievement of the following results.

• Providing support to the HoSS in compliance with corporate rules and regulations in the field and elaboration of the procurement strategies, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Assist the HoSS in elaborating contract strategy including, tendering processes and evaluation, managing the contract and contractor, and legal implications.

5. Offer support to ensuring Information and communication management is effective, focusing on achieving the following results: - Assist the HoSS in ensuring forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:

• Use of OneUNOPS functionality for improved business results and improved client services;

• Providing support in maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for business continuity.

6. Provides support to Administration, including asset management and logistics, focusing on achievement of the following results: - Ensuring efficient transport and technical services, focusing on achievement of the following results:

• 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 communications equipment, vehicles etc.;

• Building management and maintenance activities.

• Reporting on various exercise and coordination of support services.

Education/Experience/Language requirements

Education: - Bachelor's degree preferably in Business Administration, Human Resource Management, Supply Chain Management, Public Administration or other related field is required - Master’s Degree or equivalent in Business Administration, Human Resource Management, Supply Chain Management, Public Administration or other related field is an asset.

Experience: - Minimum of 2 years experience of relevant experience in managing projects and/or support services including one or more of the following: human resources, procurement, contract management, general services, finance, asset management or information technology management is required. - Experience with UNOPS in support functions is highly desired

Language: - Fluency in written and oral English is required.

Competencies

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: Local Individual Contractual Agreement Contract level: LICA 8 - Specialist Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

This is a Local Position open to Kenyan nationals. 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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.