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Support Services Officer - Peace and Security Centre (PSC)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location:
  • Grade: Mid level - P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Security and Safety
  • Closing Date: Closed

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our 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.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ 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 that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Background Information - PSC

The UNOPS Peace and Security Centre (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. The Centre is responsible to administer, provide support and 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. It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients.

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

Under the guidance of the Programme Manager or Head of Support Services, the Support Services Officer (SSO) acts as an advisor to Senior Management on all aspects of management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT, transportation and vehicle management, and security, consistent with UNOPS rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the office and projects operations, consistent service delivery and constant evaluation and readjustment of the operations, taking into account changes in the operating environment as and when needed.

The SSO leads and guides the operations team and fosters collaboration within the team,

with programme staff, and with other UN Agencies, using a client-oriented approach. The SSO works in close collaboration with programme and project teams, operations staff in other UN Agencies, UNOPS HQs staff, and Government officials to successfully deliver operations services.

The functions/duties/key results of this job description are generic and may not always be applicable, nor comprehensive, for all jobs under this job title.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Functional Responsibilities

Summary of Key Functions

  • Ensuring strategic direction of operations
  • Financial resources management and supervision of the Finance team
  • Supervision of Asset Management Function
  • In consultation with the Pool of Experts Manager, provide oversight on HR issues and the HR team
  • Efficient procurement and logistical services and supervision of the Procurement team
  • Information and communication management and supervision of ICT team
  • Transport and Technical Services
  • Security-related issues

As a member of the management team, ensures the strategic direction of operations focusing on achievement of the following results:

  •  Full compliance of operations with UNOPS rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results;
  • Regional business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services. Provision of training on operational matters to staff and projects, and conduct regular monitoring of proper implementation of SOPs;
  • Knowledge building and sharing with regard to management and operations in the Regional Office, organization of the operations staff trainings, synthesis of lessons learned/good practices, and sound contributions to UNOPS knowledge networks and communities of practice;
  • Management of the Operations & Support Services in the country office, namely HR Management, Finance, Procurement, Logistical and ICT Services, ensuring the timely delivery of services to projects and programmes under the Regional Office;
  • Constant monitoring and analysis of the operating environment, timely readjustment and improvements of the operations, advice on legal considerations and risk assessment.
  • In managing the Operations & Support Services, liaise and assist with programme managers, project managers, and other UN agencies on operational matters to understand their needs, provide guidance, and implement solutions;
  • Development of tools and platform for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners.

 

Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results:

  • Proper planning, expenditure tracking and audit of financial resources, in accordance with UNOPS rules and regulations. Organization of cost-recovery mechanisms for Regional Office services provided to projects and UN Agencies, including ensuring preparation of pro-forma invoices for UN agencies.
  • Organization and oversight of cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained;
  • Transaction and stop payment approval on internet banking system.
  • Development and implementation of a finance management system in accordance with UNOPS Financial Rules and Regulations;
  • Monitoring of administrative budget expenditures and advice to Programme Managers on the budget status, ensuring that funds allocated is not exceeded or that additional funds are allocated when required; response to queries on financial and administrative matters.

 

Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:

  • Regional Office compliance with corporate human resources policies and strategies. Optimal staffing of the office and projects;
  • Oversight of recruitment processes in accordance with UNOPS rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in OneUNOPS;
  • Establishment and maintenance of the proper performance management and staff development systems;
  • Establishment and implementation of a recruitment system for national personnel, in accordance to UNOPS HR manual and in collaboration with the relevant sections in UNOPS, undertaking recruitment process for national consultants and administering contracts on behalf of Regional Office;
  • Periodic review of staff entitlements under special circumstances and recommendation for improvement to UNOPS Headquarters HR for approval and implementation;
  • Definition of training plans for staff involved in the delivery of support services;

 

Ensures provision of efficient procurement and logistical services and supervision of the procurement team focusing on achievement of the following results:

  • 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;
  • Elaboration of contract strategy including, tendering processes and evaluation, managing the contract and contractor, and  legal implications. Oversight of procurement processes and logistical services in accordance with UNOPS rules and regulations;
  • Development and implementation of a procurement management system in relation to planning, awarding, administering and monitoring of all matters related to procurement, in accordance with UNOPS Procurement Manual;
  • Supervision of the preparation of tendering documents for international procurement requirements; the establishment of shortlist of suitable contractors/suppliers, and the preparation and issue of local tenders. Together with the requesting programme component, evaluation of bids or proposals received and recommendations for contract awards;
  • Efficient implementation of a vendor database and use of the system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors;
  • Provision of guidance on all procurement matters;
  • Development and implementation of a comprehensive logistics system in accordance with UNOPS Logistical Procedures; development and implementation of a comprehensive supply system in accordance with UNOPS Logistical Procedures; management of the movement of personnel and equipment into and within the duty station;
  • Implementation of an equipment management and accounting system for all UNOPS managed equipment and properties in accordance UNOPS equipment policy.

 

Ensures 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;
  • Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
  • Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Identification and promotion of different systems and applications for optimal content management, knowledge sharing, and information provision.

 

Ensures efficient transport and technical services, focusing on achievement of the following results:

  • 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;
  • Implementation of a repair and maintenance system for all equipment including EDP equipment, communications equipment, vehicles and generators, etc.;
  • Building management and maintenance activities; development and implementation of a power policy in line with capacity of the city power and generators.

 

Ensures proper management of security-related issues, focusing on achievement of the following results:

  • Analysis and identification of potential issues related to security and proposal of strategies and proposal of options to be reviewed by management;
  • Implementation of a comprehensive security policy for the Regional Office;
  • Establishment of a security warden system for the Regional Office and a duty roster for after hours response to projects. Guidance and supervision to the security guards for safeguarding the staff and premises;
  • Preparation of quarterly Security Incident Reports;
  • Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters;
  • Review of security arrangements in light of requirements and ensure the efficient implementation of all recommended measures.

 

Competencies

 

  • Planning and Organizing - Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently

  • Communication - Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed

  • Teamwork - Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings;

  • Client Orientation - Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate.

  • Judgment/Decision-making - Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; Gathers relevant information before making a decision; Considers positive and negative impacts of decisions prior to making them; Takes decisions with an eye to the impact on others and on the Organization; Proposes a course of action or makes a recommendation based on all available information; Checks assumptions against facts; Determines that the actions proposed will satisfy the expressed and underlying needs for the decision; Makes tough decisions when necessary.

  • Creativity - Actively seeks to improve programmes or services; Offers new and different options to solve problems or meet client needs; Promotes and persuades others to consider new ideas; Takes calculated risks on new and unusual ideas; thinks "outside the box"; Takes an interest in new ideas and new ways of doing things; Is not bound by current thinking or traditional approaches

 

Education/Experience/Language requirements

Education: 

  • Advanced university degree (Master's or equivalent), preferably in Business Administration, Public Administration, Finance, Economics or other related field is required.  
  • First level university degree (Bachelor's or equivalent) with an additional two years of relevant working experience may be considered in lieu of an advanced university degree.

 

Experience, Knowledge, and Skills:

  • 5 years of relevant experience at the national or international level in providing administrative/management advisory services, including the management of staff and operational systems as well as establishing/maintaining relationships between different organizations is required;
  • Two years of UNOPS experience within the last five years is required;
  • Ability to think critically and solve problems, as well as being able to comprehend and apply new information is required;
  • Experience with an ERP or CRM is desirable;
  • Knowledge of mine action is desirable.

Language Requirements:

  • Fluency in English is required (reading, writing, and speaking).  
  • Knowledge of another official UN language is desirable.

Contract type, level and duration

Contract type: Fixed Term Appointment (FTA) / Temporary Appointment (TA) / International Individual Contractor Agreement (I-ICA) Contract level: ICS-10 P3 FTA/TA  / I-ICA 2 Contract duration: Length of contract will depend on contract modality and funding availability.
For more details about United Nations staff contracts, please follow this link: http://www.unops.org/english/whoweneed/contract-types/Pages/United-Nations-staff-contracts.aspx 

For more details about the ICA contractual modality, please follow this link:
http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

 

  • UNOPS reserves the right to appoint a candidate at a level below the advertised level of the job.
  • Qualified female candidates are strongly encouraged to apply.
  • Based on organizational needs at the time of recruitment, applicants accepted into this UNOPS roster pool may be considered for job at the advertised job level or its equivalent. 
  • The successful candidate(s) may be offered a contract governed by the United Nations Staff Regulations and Rules or UNOPS individual contractor agreement.

 

 

This vacancy is now closed.
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