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Operations Manager

Pristina

  • Organization: UNDP - United Nations Development Programme
  • Location: Pristina
  • Grade: Junior level - NO-B, National Professional Officer - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

Background

Under the guidance of  the Resident Representative (RR), the Operations Manager acts as an advisor to Senior Management on all aspects of UNDP Kosovo management and operations. This includes financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the UNDP Kosovo Office/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Operations Manager leads and guides the UNDP Kosovo Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client- oriented approach. The Operations Manager works in close collaboration with programme and project teams in UNDP Kosovo, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operations services.

Duties and Responsibilities

Duties and Responsibilites:

  • Ensuring Implementation of operational strategies
  • Financial resources management and supervision of the Finance team
  • Human Resources Management and supervision of the HR team
  • Efficient procurement and logistical services and supervision of the Procurement team
  • Information and communication management and supervision of ICT team
  • Common services organization and management, establishment of partnerships with other UN Agencies

1. As a member of the UNDP Kosovo management team, ensures the efficient implementation of operations focusing on achievement of the following results:

  • Ensures full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement and the operational environment
  • Manages collaborative partnerships, and Client relationship Management system facilitate resource mobilization and cost recovery efforts.
  • Analyses and manages UNDP Kosovo business processes mapping and contributes to internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services taking into account risk mitigation mechanisms.
  • Manages and approves ATLAS user profiles ensuring total compliance and ICF
  • Knowledge building and sharing with regards to management and operations in UNDP Kosovo Office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

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

  • Implementation of proper planning, expenditure tracking and audit of financial resources, including extra- budgetary income in accordance with UNDP rules and regulations.
  • Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT).
  • Oversight of Implementation of cost-recovery mechanisms for UNDP Kosovo services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
  • Organization and oversight of UNDP Kosovo Office 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 with instalment of control and reporting mechanism as necessary
  • Member of bank signatory panel. Transaction and stop payment approval on internet banking system.
  • Ensures that all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

3. Ensures efficient human resources management and supervision of the HR team focusing on achievement of the following resuts:

  • UNDP Kosovo Office compliance with corporate human resources policies and strategies.
  • Provide advice to the senior management on the optimal staffing for the office avoiding unnecessary redundancies in the JDs and propose reporting lines. Provide advice for the optimal staffing of the development project teams while reviewing the draft project documents (Pre-LPAC).
  • Oversight of timely recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
  • Ensures office compliance with corporate performance management and staff development systems. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.
  • Elaboration and ensures implementation of COs Learning Strategy

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

  • UNDP Kosovo Office compliance with corporate rules and regulations in the field and implementation of UNDP Kosovo Office procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
  • Contribution to and elaboration of the UNDP Kosovo contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, OM acting as Manager Level 2 in Atlas for Purchase orders approvals.
  • Oversight of the management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the UNDP Kosovo Office assets.

5. Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results;

  • Ensures full compliance with corporate information management and technology standards, guidelines and procedures for the CO technology environment.
  • Analysis of the requirement and elaboration of internal policies and procedures on the use of ICT.
  • Participate in the development of CO ICT Plan and Business Processes Mapping and elaboration/establishment of Internal SOPs in ICT Management and the control of workflows within the ICT team.
  • Participation in the office business process re-engineering activities and ensure that business needs drive IT solutions related to corporate resource management.
  • Conduct of market research and analysis, and introduction of new technology for country office system updating and improvement.
  • Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e- registry, web-based office management system, etc.

6. Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results;

  • Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
  • Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
  • Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office

Impact of Results

The key results have an impact on the overall economy, efficiency, and effectiveness of CO operations as it relates to the use of corporate resources in the following areas:• Financial services• Human Resources• Procurement and logistical services• ICT

Common Services and the implementation of the UN agenda on common services and joint procurement

Competencies

Functional Competencies:    

Building Strategic Partnerships

Level 1.2:  Maintaining a network of contacts

  • Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
  • Establishes and nurtures positive communication with partners

Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis

  • Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
  • Documents and analyses innovative strategies and new approaches
  • Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical ExpertiseLevel 1.2: Fundamental knowledge of own discipline

  • Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Analyzes the requirements and synthesizes proposals
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.2: Basic research and analysis

  • Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
  • Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
  • Gathers and analyses feedback from staff

Design and Implementation of Management Systems

Level 1.2: Research and analysis and making recommendations on management systems

  • Maintains information/databases on system design features
  • Develops simple system components

Client Orientation

Level 1.2: Establishing effective client relationships

  •  Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
  •  Organizes and prioritizes work schedule to meet client needs and deadlines
  •  Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  •  Actively supports the interests of the client by making choices and setting priorities to meet their needs
  •  Anticipates client needs and addresses them promptly

Promoting Accountability and Results-Based Management

Level 1.2: Basic monitoring

  • Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity 
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge  management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

Required Skills and Experience

Education: 

  •  Bachelor’s or Master’s Degree or equivalent in Business Administration, Public Administration, Finance,

Experience: 

  •  Bachelor’s and 4 year or Master’s and 2 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter- relationships among international organization and national governments.
  • Experience in the usage of computers and office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft.
  • Experience of accrual accounting, IPSAS or IFRS is highly desirable.

Language Requirements

  •  Fluency in English and either Albanian and/or Serbian
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
This vacancy is now closed.
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