Support Services Officer

São Tomé | Male

Background Information - PSC

Peace and Security Centre

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.


Background Information - Job-specific

Mali is facing a problem of weapons and explosive hazard contamination, as a result of protracted and recent armed conflicts. The presence of explosive remnants of war (ERW), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (obsolete, abandoned or neglected), poses a serious threat to civilians as well as to United Nations and humanitarian personnel operating in the country.

UNMAS deployed to Mali in January 2013 to conduct an emergency assessment of the situation with regard to explosive threats. In July 2013, the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council resolution 2100 and is currently operating under Security Council resolution 2354 (2017). In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS PSC to implement a mine action programme in Mali to:

  • Improve the protection of civilians and facilitate humanitarian assistance;
  • Enhance national capacity to mitigate explosive threats and enable compliance with international treaty obligations;
  • Reduce the explosive threat to MINUSMA and United Nations personnel.

Functional Responsibilities

Under the guidance of the 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, engineering, transportation and vehicle management, 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.

Summary of Key Functions

  • Ensuring strategic direction of operations
  • Financial resource 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

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 Programme, 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 Programme, namely HR Management, Finance, Procurement, Logistical, engineering 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 and oversight of cash management processes, including 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 Programme or UNOPS 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 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:

  • Programme compliance with corporate human resources policies and strategies. Optimal staffing of the offices and projects;
  • 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;
  • 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 Programme;
  • 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 Programme 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.

Education/Experience/Language requirements

Education 

  • Advanced university degree (Master's or equivalent), in Business Administration, Human Resource Management, Supply Chain Management, Public Administration or other related fields with five (5) years of relevant experience; or
  • First level university degree (Bachelor's or equivalent) in Business Administration, Human Resource Management, Supply Chain Management, Public Administration or other related fields with seven (7) years of relevant working experience.

Work Experience

  • Five (5) years of relevant experience in managing support services which includes; human resources, procurement, contract management, logistics, fleet management, transport management, finance, asset management and Information technology management is required
  • At least two (2) years of experience carrying out supervisory responsibilities to a minimum of ten personnel is required
  • Two years (2) of logistics experience is required
  • Two (2) years of experience working in conflict or post conflict locations is required
  • Experience with UN/UNOPS within the last five years is highly desired;
  • Completion of the Mine Action SSO Course is highly desired;
  • Knowledge of UN/UNOPS procurement and financial rules and regulations is highly desired;

Language

  • Fluency in spoken and written English and French is required.

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.

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.
  • 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: Fixed Term Agreement
Contract level: P3
Contract duration: 12 months

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx


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. 

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNOPS - United Nations Office for Project Services
  • Location: São Tomé | Male
  • Grade: P-3, International Professional - Mid level
  • Occupational Groups:
  • Closing Date: 2017-09-27

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