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RE-ADVERTISEMENT - "Operations Manager"

Praia

  • Organization: UNDP - United Nations Development Programme
  • Location: Praia
  • Grade: Mid level - NO-C, National Professional Officer - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Managerial positions
    • OPERATIONS MANAGER
  • Closing Date: Closed

Background

Change Background
 
Cabo Verde became the first pilot Joint Office (JO) of the Ex-Com agencies (UNDP, UNICEF, UNFPA and WFP) on 1 January 2006.  This was a major step of UN reform towards the harmonization and simplification of UN activities in small countries.  A Joint Office model consists of a single UN office of the participating agencies, led by one representative who equally represents all the participating agencies and is also the UN Resident Coordinator. The JO has one organizational structure and a single programme/common country programme encompassing the activities and mandates of all participating agencies, and uses one set of business processes, rules and regulations under a “support agency” arrangement, and is agency-neutral.  In Cape Verde, the UNDP system is used.  The JO in Cape Verde became part of the group of 8 Delivering as One (DaO) pilot countries in 2007.  The JO, now comprising only 3 agencies – UNDP, UNICEF and UNFPA - is presently one of the leading UN entities in implementation of the third UNDAF/One UN Programme covering the period 2018-2022, fully aligned with the National Sustainable Development Plan and with Agenda 2030.  A joint UNDP, UNFPA and UNICEF Country Programme Document (CPD) for 2018-2022 will start implementation in 2018, and is based on four results areas aligned with SDGs (People, Planet, Prosperity, and Peace), with a strong focus on building systems and partnerships for SDG implementation in the country, leading to the need for innovative, creative and integrated solutions both on programme and operations.
 
Post Context
 
Under the direct supervision and the overall guidance of the Deputy Resident Representative of the Joint Office (JO) representing UN, UNFPA, and UNICEF, within the host country, the Operations Manager will provide leadership and advice in all aspects   of Country Office management and operations, common premises and service and will have to manage a broad range of issues in providing oversight of all the operational functions of the JO, as well as support on Security of the Office, in the absence of a FSO .
 
The Operations Manager (OM) will therefore deal primarily with resource planning and management, design of internal systems and processes, cost recovery, and ensuring the implementation of the internal control framework. It also provides support to non-resident agencies of the UN system as required. Within this context, the Operations Manager (OM) will assume full responsibility for the overall management and oversight of JO operational activities.
 
The Operations Manager (OM) acts as an advisor to Senior Management on all aspects of JO management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT, security and common services consistent with UN rules and regulations. 
 
The main role is to lead the operations, ensuring smooth functioning of the CO/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 incumbent will also lead and manage an internal change process that will make work processes and workflows lighter and quicker and to adapt the administrative and financial processes to the capacities of the JO after the implementation of the change plan.
 
The Operations Manager (OM) leads and guides the Country Office (CO) Operations Team and fosters collaboration within the team and other units in the office and counterparts. The Operations Manager (OM) works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, Regional Hub/Offices of UNDP, UNFPA and UNICEF,   the agencies’ HQs staff and Government officials to successfully deliver operations services.
 

Duties and Responsibilities

Summary of Key Functions:
  • Ensuring strategic direction of operations
  • Financial resources management and oversight of the Finance team
  • Human Resources Management and supervision of the HR team
  • Efficient procurement and logistical services and supervision of the Procurement team  
  • Ensure proper security arrangements
  • Information and communication management and supervision of ICT team
  • Common services organization and management, establishment of partnerships with other UN Agencies
As a member of the CO management team, ensures the strategic direction of operations focusing on achievement of the following results:
  • Full compliance of operations with UN rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results.
  • Design of business processes for optimal implementation of the Joint Office change plan. Establishment of collaborate arrangements with potential partners, a Client Relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements
  • JO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services. 
  • Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
  • Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice. In this context the incumbent will utilize the feedback loop as means to foment the enhancement of technical and behavioral competencies of all team’s staff in the Operations Unit.  Incumbent is also entrusted with the utilization of corporate knowledge tools to identify and disseminate good practices on change management.
  • Effective application of gender mainstreaming and gender parity approaches in operational areas of interventions, delivering on gender equality results in line with UNDP, UNFPA and UNICEF corporate gender strategies and action plans.
Ensures effective and accurate financial resources management and oversight of the Finance team focusing on achievement of the following results:
 
  • Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UN rules and regulations.
  • Proper management of the contributions management business process and accounting for contributions to ensure that the money due to the JO  is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation. 
  • 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). Approval of bank reconciliations.
  • Organization of cost-recovery mechanisms for JO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
  • Organization and oversight of JO 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 UN/UNFPA/UNICEF at HQ of the results of the investigation when satisfactory answers are not obtained.
  • Member of bank signatory panel.
  • Transaction and stop payment approval on internet banking system.
  • All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:
  • CO compliance with corporate human resources policies and strategies. Oversight of transparent and competitive recruitment and selection processes including updated job descriptions, proper job classification, vacancy announcement, screening of candidates, organization and chairing of interview panels, making recommendations on recruitment. Oversight of recruitment under JO projects. Development and maintenance of data base of job applications;
  • Optimal staffing of the office and manage the elaboration of a skills inventory to nurture competency development of staff at large.
  • Oversight of recruitment processes in accordance with UN rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
  • Establishment and maintenance of the proper performance management and staff development systems. 
  • Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities. 
  • Advice to office management on s/m competencies. Advice on s/m career development and training needs through the PMD;
  • Advice to project managers on transparent and competitive process for project recruitment, adequate TOR describing terms of payment based on results, standard matrix of recruitment processes and request for contracts. Continuous monitoring of the entire project recruitment process;
  • Full compliance of the guidelines of the CRP (Compliance Review Panel);
  • Leads corporate surveys as the Salary Survey, Global Staff Survey and another request from HQ´s and the CO Resident Representative;
  • Management of the International staff entitlements and position funding delegated to the HR Unit. Close communication with local Government institutions to solve international staff-related issues;
  • Validation of cost-recovery charges in Atlas for HR services provided by JO to other Agencies. 
  • Development of procedures and practices that contribute to enhanced and improved HR management.
Ensures oversight and provision of efficient procurement, administrative and logistical services focusing on achievement of the following results:
 
  • Oversee and ensure JO compliance with corporate rules and regulations in the field and elaboration of the JO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
  • Elaboration of the JO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UN rules and regulations, with OM acting as Manager Level 3 in Atlas for Purchase orders approvals.
  • Guides and ensures the proper management of UN assets, facilities and logistical services, both internally and outside UN (other UN agencies) including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets.
  • Provides solutions and addresses corrective actions required in the procurement team carefully to manage risks and performances in this practice area. 
  • Oversight and negotiation of outsourced services related to reception, registry and maintenance services. 
  • Validation of cost-recovery charges in Atlas for procurement, administrative and logistical services services provided by UN to other Agencies
Manages forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:
 
  • Use of Atlas 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. In this context Ensure the identification of good practices on automation and technology aimed at strengthening the delivery of administrative services and the improvement of business processes. 
  • 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.
  • Ensure the identification of good practices on automation and technology aimed at strengthening the delivery of administrative services, improved cost recovery efforts and the improvement of business processes.

Ensures proper security arrangements in the JO office and project offices:

  • Oversee Security Contingency Plan maintained and updated and regular emergency drills conducted;
  • Prompt coordination with the Head of Office, and all staff in the country, and the Regional Office on security-related issues and emergency operations;
  • Operational support to emergency preparedness and emergency situations provided;
  • All staff in the country informed and updated on security related issues and emergency operations;
  • Coordination with UNDSS and outsourced security services to ensure the adoption of new security protocols as well as safety and security of premises, assets and staff at all times.
  • Serve as Deputy UN Country Security Focal Point
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.
  • Design and implementation of the BOSE for the 2018-2022 UNDAF cycle, in coordination with the UN OMT.
  • Effective support and contribution to furthering DaO initiative through experimenting new business practices in all functional areas, documenting experiences gained with a view to developing new harmonized policies and procedures that could be formalized for application in other countries.
  • Evidence-based knowledge management, codification of best practices and lessons learned, and knowledge-sharing on Joint Office model, DaO and One UN Programme, covering operational aspects.
 
 

Competencies

Functional Competencies:
 
Leadership and People Management 
 
Level 2:  Seeks opportunities to learn and share
 
  • Demonstrates behaviors such as teamwork, knowledge sharing, maintaining relationships
  • Recognizes potential road blocks to completing tasks and leads with solutions alternatively seeking guidance from senior management to address issues. In this context, works closely with the programme team, given the high volume of procurement related to programme activities and infrastructure that the office is managing.
  • Based on formal and informal feedback received, takes action to address areas for self-growth and improvement.
  • Shows expediency in providing solutions and addressing bottlenecks within the team.
  • Encourages and drives team engagement
  • Produces new ideas and approaches in relation to own role
  • Distinguishes between high and low performers objectively
  • Expresses encouragement to those who try to develop or who show improvement
  • Sets general individual development goals for improvement in current position and provides standard development opportunities
 
Level 2: Takes initiative
  • Identifies opportunities and challenges and recommends options
  • Checks assumptions against facts
  • Assumes responsibility for decisions and outcomes
  • Shares information proactively, also when not required to do so
 
Building Partnerships 
 
Level 2: Identifying and building partnerships
  • Effectively networks with partners seizing opportunities to build alliances 
  • Identifies needs and interventions for capacity building of counterparts, clients and potential partners
  • Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
 
Promoting Organizational Learning and Knowledge Sharing
 
Level 2: Developing tools and mechanisms
  • Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies
 
Job Knowledge/Technical Expertise
 
Level 2: In-depth knowledge of own discipline
  • Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration)
  • Continues to seek new and improved methods and systems for accomplishing the work of the unit
  • Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
  • Demonstrates comprehensive knowledge of information technology and applies it in work assignments
  • Continually looking for ways to enhance financial performance in the office
 
Promoting Organizational Change and Development
 
Level 2: Assisting the individuals to cope with change
  • Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
  • Leads and manages an internal change process that will make work processes and workflows lighter and quicker. Develops programme oriented solutions of administrative and financial processes while maintaining high standards of quality and internal controls.
Design and Implementation of Management Systems
 
Level 2: Designing and implementing management system
  • Makes recommendations regarding operation of systems within organizational units
  • Identifies and recommends remedial measures to address problems in systems design or implementation
Client Orientation
 
Level 2: Contributing to positive outcomes for the client
  • Anticipates client needs
  • Demonstrates understanding of client’s perspective
  • Solicits feedback on service provision and quality
Promoting Accountability and Results-Based Management
 
Level 2: Input to the development of standards and policies
  • Provides inputs to the development of organizational standards for accountability 
Core Competencies:
  • Building support and political acumen 
  • Building staff competence, creating an environment of creativity and innovation 
  • Building and promoting effective teams
  • Creating and promoting enabling environment for open communication
  • Creating an emotionally intelligent organization
  • Leveraging conflict in the interests of UN & setting standards 
  • sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Fair and transparent decision making; calculated risk-taking
 
UN Certification programmes Prince2, Procurement, HR, Accounting and Finance

Required Skills and Experience

Education: Master's degree or Bachelor’s in public management, business administration, social policy, public policy, politics, economics, or a related area.
 
Experience: Master’s with 5 years or Bachelor’s with 7 years of relevant experience in the management of integrated operational and management services.Experience in the usage of computers and office software packages (MS Word, Excel etc.) and advance knowledge of spreadsheet and database packages, 
 
Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft (Atlas).
 
Language Requirements: Fluency in Portuguese.  Working knowledge of both French and English. Fluency in French or English.
 

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

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