Support Operations 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.

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.

Under the guidance of the Head of Support Services, the Support Operations Officer (SOO) works in closed collaboration with the Operations, Programme and Project Teams to successfully deliver support services.

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

Summary of Key Functions

• Financial management
• Project Monitoring and Reporting
• Coordination and liaison
• Knowledge management and innovation
• Operational and logistical support

In support of senior management, provides strategic direction and advice to ensure operational effectiveness, focusing on achievement of the following tasks:

• Effective implementation of corporate directives, guidelines and strategies, and establishment of relevant management targets, as well as monitoring of achievements/results in the field of support services and operations management;
• Provides advice and support to UNOPS programmes regarding their operational arrangements, including financial guarantees, and innovative approaches to finance private and public sector projects, as well as risk assessment and mitigation;
• Manages the Management expenditures for  the Office in conjunction with Finance;
• Maintains oversight over UNOPS’s financial position and financial projections, and escalates any exceptions and issues to senior management in a timely manner;
• Actively supports knowledge building and sharing to promote implementation of international best practices in management and operations;
• Manages creation and implementation of Standard Operating Procedures (SOPs) and workflows to review and improve operational processes and procedures;
• Builds staff capacity in operations and produces lessons learned to rectify future operational issues.

Ensure efficient provision of logistics support, inventory management, administrative services and supervision of logistics and administrative team, focusing on achievement of the following results:

• Development and implement a comprehensive supply & logistics system in accordance with UNOPS Logistical Procedures. Assist in business processes mapping and establish of internal Standard Operating Procedures (SOPs). Provision of trainings on operational matters to staff and regularly monitor the implementation of the SOPs.
• Participate in the preparation of budgets including provision of inputs for donor reports, budget reviews, program analysis and cost analysis. Work in coordination with procurement section to ensure the required materials and equipment are supplied in time for planned operations.
• Work in close collaboration with Finance and Procurement Units in the preparation and submission of the annual Assets Inventory reports as required.
• Ensure up to date and accurate equipment management and database inventory system for all UNOPS managed equipment and properties in accordance with UNOPS equipment policy.
• Provide overall management, tracking, maintenance, reporting of assets and ensure regular physical verification and certification of assets are performed.
• Liaise with contractors to implement internal control and reporting systems for UNOPS owned equipment.
• Regularly manage stores records reconciliation and ensure that a disposal plan and disposal activities are conducted for unserviceable/damaged/surplus assets following donor regulations.
• Establishment and management of a vehicle pool for providing effective and efficient 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.
• Ensure the Programme white fleet is maintained in running and serviceable condition. Manage all logistics matters related to fuel management; review and analyse regularly fuel consumption.
• Implementation of a repair and maintenance system for all equipment.
• Work in close collaboration with Procurement Unit and support, mentors and coaches logistics and administrative team on a timely and cost-efficient delivery of tasks and duties such as sub-contracting of local companies (i.e. vehicle maintenance, office equipment maintenance, security service), renting and rehabilitating of premises, communication systems, office equipment and supply, transportation and fuel agreements in coordination with the management.
• Ensure proper contract management of common services contracts, ie, car rentals, utilities, fuel, maintenance of IT/office equipment, air conditioning, drinking water, etc.
• Management of the movement of personnel and equipment into/outside and within the country.
• Processing travels, purchase orders, receipts and requests for payments according to established procedures and practice.
• Maintain accurate records, and develop optimal filing system (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; efficient  document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients.
• Ensure provision of relevant transport services required by the office and projects, including management oversight for the office vehicle pool in line with UNOPS rules and procedures, such as implementation of a system to ensure that use and conditions of vehicles are recorded as appropriate;
• Supervises office security/administration personnel, and provision of facilities management services including maintenance and cleaning of office premises and space, and coordinates purchase of utilities such as electricity, water, phone and internet lines, fuel for vehicles and generators and security guards management.
• Knowledge building capacity for national staff and knowledge sharing with regards to management of supply & logistics support operations, administrative activities organization of the operations staff trainings, synthesis of lessons learnt/best practices. 

Ensures effective and accurate financial resources management, and supervises the Finance Unit, focusing on achievement of the following tasks:

• Supervise the Finance Unit and ensures compliance to UNOPS Financial Rules & Regulations and finance procedures ;
• Closely monitors and ensures that POs are duly reviewed/closed quarterly by all OneUNOPS users, as applicable;
• Monitors status of management as well as project budgets, and ensure that budget revisions are done on time and in line with UNOPS procedures;
• Ensures that all relevant internal and control mechanisms in projects are duly established and implemented;
• Oversees the proper recording of all project and office assets in the Office;
• Ensure coordination with Finance and ensure that finance unit, all support staff/buyers/logisticians and OneUNOPS users, adhere to year-end reporting requirements and deadlines set by the UNOPS HQ.

Work towards improving the quality of information and communication services, and supervises the ICT services, focusing on achievement of the following tasks:

• Oversee the ICT services provided and ensure compliance to procedures, in association with the Corporate Support Practice Group as needed;
• Ensure proper maintenance of server equipment, computers/laptops, and other ICT equipment owned by the office or projects;
• Makes sure that UNOPS units, personnel and projects are provided with the required ICT services and equipment to fulfil their duties and responsibilities in an effective manner;
• Perform other duties as required, including coordinating the review and upgrading of the UNOPS ICT infrastructure.

a. Education

• Advanced university degree (Master's or equivalent), in Business Administration, Supply Chain Management, Public Administration or other related field with 5 years of relevant working experience; or
• First level university degree (Bachelor's or equivalent) in Business Administration, Supply Chain Management, Public Administration or other related field with 7 years of relevant working experience; or
• Technical/Professional License in Business Administration, Supply Chain Management, Public Administration or other related field with 6 years of relevant working experience; or
• Technical/Professional Diploma in Business Administration, Supply Chain Management, Public Administration or other related field with 9 years of relevant working experience.

b. Work Experience

• Relevant experience is defined as experience in managing support services which includes; procurement, contract management, logistics, fleet management, transport management, finance, asset management and Information technology management.
• 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;
• Experience with UN/UNOPS asset rules and regulations is highly desired.

c. Language

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

• 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.
• 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.

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.