Support Services Officer

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.

Under the guidance of the United Nations Mine Action Service (UNMAS) Central African Republic (CAR) Programme Manager, the Support Services Officer acts as an advisor to Senior Management on all aspects of management and 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 Support Services Officer leads and guides the operations team and fosters collaboration within the team, with programme staff. Operations staff in other UN Agencies, UNOPS HQs staff, and Government officials to successfully deliver operations services, using a client-oriented approach

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

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 regards to management and operations in the UNMAS CAR Office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge networks and communities of practice;
• Management of the Operations & Support Services of the UNMAS CAR Office, namely HR Management, Finance, Procurement, Logistical and ICT Services, ensuring the timely delivery of services to projects and programmes under the UNMAS CAR 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 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 Human Resources, Administration and financial resources management and supervision of the team focusing on achievement of the following results:

• 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;
• Proper planning, expenditure tracking and audit of financial resources, in accordance with UNOPS rules and regulations;
• 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 staff 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 provision of efficient procurement and contracts administration and supervision of the team focusing on achievement of the following results:

• Compliance with corporate rules and regulations in the field and elaboration of the UNMAS CAR Office procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
• Prepare weekly requisition status reports providing the most updated information about the status of each requisition;
• Develop and implement a contract management tool;
• Evaluate the performance of contractors on a quarterly basis and prepare performance appraisal reports for submission to senior management, LCPC/HQCPC, Procurement and/or auditors;
• Monitor contract balances, PO balances and outstanding payments due to ensure that (i) contractors are paid in accordance with the contract’s payment terms and conditions; (ii) the programme does not underpay or overpay any contractor; (iii) outstanding obligations are paid prior to year-end closing; to this end, coordinate with and send regular notices to parties responsible for preparing/submitting Request for Payment;
• Ensure that all payments made to contractors, especially for services and works, are commensurate to the actual quantity of services/works performed by contractors, as certified by internal clients;
• Establish price benchmarks for commonly purchased goods/services/works in aid of projects that need guidance in preparing budgets or determining price reasonableness of offers;
• Work towards the achievement of client satisfaction via providing satisfactory services;
• Elaboration of the UNMAS CAR contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications;
• 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;
• 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;

Ensures efficient supervision of logistic, transport services & asset management function. Oversight logistic & transport services and asset management services in accordance with UNOPS rules and regulations

• 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 CAR duty station;
• 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;
• 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 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.
• Information provision and learning including e-registry, web-based office management system, etc.

Education and Relevant Years of Experience: Education:

• Advanced university degree (Master's or equivalent), in Business Administration, Public    Administration, Finance, Economics or other related field is required with a minimum of five (5) years of relevant experience, OR
• A first level university degree (Bachelor's or equivalent) Business Administration, Public Administration, Finance, Economics or other related field with an additional seven (7) years of relevant experience is required.

Work Experience:

• Relevant experience is defined as an 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
• Experience in Human Resources, Procurement and Contracts Management is desired
• Experience in budget preparation is desired
• Experience of Mine Action is desired
• Experience in United Nations or international NGOs is desired.

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

• Qualified female candidates are strongly encouraged to apply
• 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.

We value our people and recognize the importance of balancing professional and personal demands. UNOPS has a progressive policy on work-life harmonization and offers flexible working options. This applies to UNOPS personnel on all contract types across the globe.

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.