Support Services Senior Officer

This opening expired 1 month ago.

UNOPS - United Nations Office for Project Services

Open positions at UNOPS
Logo of UNOPS

Application deadline 1 month ago: Monday 12 Dec 2022 at 23:59 UTC

Open application form

Contract

This is a LICA Specialist-9 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 2 years of experience, depending on education. More about LICA Specialist-9 contracts.

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

About UNOPS in Georgia UNOPS Georgia was established in mid-2018 to support, develop and oversee UNOPS’s growing portfolio in the country. The office currently provides implementation services to several projects where UNOPS works closely with development partners and the Government of Georgia, focusing on education, security, and healthcare sectors.

UNOPS Georgia is focused on providing efficient and cost-effective implementation services on behalf of all our partners to support the Government of Georgia achieve its national priorities through citizen-oriented programmes and projects. The UNOPS Georgia office operates under the operational support of the Austrian Multi-Country Office (AUMCO).

The UNOPS office is based in Tbilisi, Georgia with all project sites currently in Tbilisi.

The Support Services Senior Officer supports the Country Manager in all aspects of the office management and operations and works closely with the Project managers to ensure planning and implementation of procurement strategies and processes. This includes financial and human resources management, procurement and logistical services, ICT, transportation and vehicle management, administration and security, 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 including Eastern Partnership European School, EU SAFE and Telemedicine Projects ensuring effective, efficient and consistent support service provision.

Functional Responsibilities

The Support Services Senior Officer supports the Country Manager in all aspects of the office management and operations and works closely with the Project managers to ensure planning and implementation of procurement strategies and processes. This includes financial and human resources management, procurement and logistical services, ICT, transportation and vehicle management, administration and security, 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 including Eastern Partnership European School, EU SAFE and Telemedicine Projects ensuring effective, efficient and consistent support service provision.

  1. Operations
  2. Project planning and coordination support
  3. Project and office procurement planning and implementation; logistics
  4. Finance
  5. Human Resources
  6. Administration and Information Technology
  7. Knowledge Management

1. Operations - Coordinate Operations/Support Services of the Office, including HR, Finance, Procurement, Logistical, Administrative and ICT Services - Support the Country Manager in establishing the management targets. Monitor their achievement. - Collaborate with relevant colleagues to identify the need, determine cost and support in planning all Office support services. - Monitor 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. Assist 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 a focal point for any internal/external audit exercise. - Coordinate Security related matters and ensure 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. - Support goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing. - Provide assistance on project cost sharing, deployment of funds and closure. - 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 - Plan, coordinate and when appropriate, implement 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. - Ensure that Sustainability is embedded along the procurement processes. - Timely and duly prepared procurement plans for projects and office and monitoring of their implementation. - Establishment of Long Term Agreements (LTAs), Blank Purchase Agreements (BPA) and/or service contracts and other instruments, when necessary. - 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 the project managers and other relevant colleagues, review, administer and issue contracts, agreements/amendments. - Set-up a contract management tool. - Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS rules and regulation. - Awards recommended based on UNOPS procurement rules and procedures. - Management of procurement contracts, analysis of contract performance against agreed benchmarks and pre-established reporting mechanisms. - Advice, remedial actions, or solutions to Project Managers on procurement issues related to the procurement process and project cycle. - Assist in 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. Finance - Support the Country Manager 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 - Monitor and track expenditure to ensure optimum and appropriate use of financial resources. - Compile financial reports and exception reports including investigating anomalies to resolve problems, reporting or recommending any action required to relevant stakeholders. - Coordinate 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. - Monitorall 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 - Assist in ensuring that 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 - 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 - Support in fostering 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 (ICT) - Ensure 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. - Assist the 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. - Coordinate the acquisition, maintenance, inventory, recording, verification and protection of project and administrative facilities/assets, including IT infrastructure, equipment and servers. - Support in identifying 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. - Assist in developing tools and platforms for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners. - Implement a standard filling and naming protocol for all project and office documents.

8. Team Management - Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development. - Provide oversight, ensuring compliance by team members with existing policies and best practices.

Education/Experience/Language requirements

Education: - Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics, HR or related field. - A combination of a Bachelor's degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Experience: - A minimum of 2 years of progressively responsible experience in operations management in a large international organisation. - Some experience in the UN system organisations, preferably in a developing country, is desirable. - Experience in Procurement is highly desirable.

Language Requirements: - Fluency English and Georgian is required. - Knowledge of another official UNOPS language is an asset

Contract type, level and duration

Contract type: ICA

Contract level: L-ICA-9 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

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.

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

  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
  • For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
  • 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.
Added 2 months ago - Updated 1 month ago - Source: jobs.unops.org