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Cost Recovery Officer

Juba (South Sudan)

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. 

Background Information -South Sudan

The UNOPS South Sudan office helps a wide range of local and international partners improve the lives of the South Sudanese people by implementing infrastructure and procurement projects. All UNOPS operations have an increasing emphasis on developing national capacities and considering gender, environmental and community concerns. UNOPS is working in a range of sectors in South Sudan including: transport, education, health, post-conflict stabilization and emergency response.

Functional Responsibilities

The Cost Recovery Officer is responsible for the day-to-day operations of the various Multi-Agencies Compound and Shared Common Services for office premises, secured accommodation and vehicle fleet being managed by the Cost Recovery Unit and provides services to the different partners and beneficiaries.  Management of the Shared Common Services for each of the Multi-Agency Compound are considered as separate projects.  He/she is expected to meet and exceed the organizations performance and delivery goals.

  • Develops, implements and manages a cost – effective work plan for various  Multi-Agencies Compound and Shared Common Services for office premises, secured accommodation and vehicle fleet leasing arrangements that is capable of responding adequately to the different needs of clients in a security challenged working environment;
  • Manage the development of all business cases for potential Cost Recovery activities, and ensure timely submission for approval;
  • Manage the lease agreement process and ensure timely dissemination of all agreements to clients related to office, accommodation, etc.;
  •  In close consultation with the HoSS, ensure coherent work plans and budgets are in place for all activities in the Cost Recovery projects;
  • Implements and monitors provision of common services and in coordination with the HoSS, ensure the performance of regular maintenance, upkeep and uninterrupted operation of the facilities and accommodations, keeping risks to a minimum; healthy and safe working environment; effective individual working stations, equipment, furniture and fixtures, vehicle leasing, etc., to include the identification of problems and discussion with appropriate and specialized contractors;
  • Maintains a Cost Recover Project Risk Management System register to identify and manage risks, issues and capture lessons learned;
  • Contribute to the establishment of a system for management of multi-agency common services, dwelling facilities including UNOPS assets and facilities;
  • In consultation with the Business Development Office, identify and develop business opportunities for Cost Recovery and support client relationship building;
  • Provides timely and accurate reports (e.g. monthly highlight and financial reports, Operational Closure Checklist, End Project Report and Hand-over report) and analysis in response to requests by senior management, clients and other stakeholders.

Ensures management of UNOPS premises, focusing on achievement of the following results:

  • Management of office/accommodation premises; negotiations with building owner regarding contractual arrangement and office/accommodation lease renewal, in consultation with the UNOPS Regional Hub/Head of Support services.
  • Promotion and implementation of energy-saving and green office policy.
  • Management of maintenance/repair/washing/painting work of the office premises and environment.  Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided
  • Monitoring and evaluation of the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on a regular basis.
  • UNOPS administrative resources fully and properly accounted for; adequate and functioning internal control systems.
  • Assessment of expenditure in administration (office premises, assets, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
  • Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
  • Contract negotiations with vendors and service providers to ensure cost-effective services and of quality and timely service.
  • Supervision and guidance to the staff in the administrative/cost recovery team, including the drivers, handyman, for satisfactory performance and client-oriented services.
  • Drafting of correspondence and internal procedural directives relating to administrative matters.
  • Administrative support and services provided to Country Office’s key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.
Financial Resources Management

Within the framework of the SSOC Cost Recovery Project:

  • Ensure integrity of financial systems, review of budget requirements and the consistent application of rules and regulations;
  • Ensure proper planning, expenditure tracking and audit of financial resources in accordance with UNOPS financial rules and regulations;
  •  Routine monitoring of financial exception reports for all project activities and transactions and ensure that expenditures are in accordance with the project’s budgets;
  • Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time;
  •  Manage and remain accountable for expenditures against the budget (based on accurate financial reports).

Stakeholder Management:

  • Builds, strengthens and maintains solid working relationships with the co-locating organizations inside the multi-agency compounds with a view towards improving overall client servicing capabilities;
  • Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products;
  • Advise the clients and stakeholders on issues that may impact the achievement of the approved annual work plan including issues of sustainability;
  • Manage the information flows between the Executive Committee (i.e. UNOPS’ Senior Management and Tenants’ Representatives), client and key stakeholders.

Personnel Management: 

  • Lead and motivate the Cost Recovery Project Management Team;
  • Supervise and provide substantive guidance to more junior staff; 
  • Select, recruit and train team as required by project plans;
  • Allocates work assignments and ensure continuous monitoring of performance parameters and critical indicators and that performance reviews are conducted; 
  • Ensures that adequate staffing levels with the requisite experience are maintained to address and deliver client expectations on service delivery;
  • Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff);
  • Ensure safety and security for all personnel and comply with UNDSS standards.

Knowledge Management:

  • Participate in the relevant Communities of Practice;
  •  Actively interact with other PMs and the PM community to share case studies, lessons learned and best practice on the Knowledge System;
  • Complete lessons learned as per reporting format;
  •  Incorporate lessons learned from others as per planning format.

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.

Education/Experience/Language requirements

Education

  • Masters Degree preferably in Project Management, Business Administration, Public Administration, Accounting or other relevant field is required.
  • OR Bachelor Degree preferably in Project Management, Business Administration, Public Administration, Accounting or other relevant field with additional 2 years of experience in the relevant field may be accepted in lieu of the Master’s degree.

Certification

  • PRINCE2 certification, at Foundation level is highly desirable.

Working Experience

  • Minimum 5 years of relevant experience in one or more of the following areas:  project management, administration, finance and operations, with focus on financial management and/or project reporting, planning and coordination in either public or private sector organizations is required
  • Previous experience within a conflict and post-conflict/conflict zone setting is highly desirable;
  • Knowledge of, and experience with, UN/ rules and regulations is a distinct advantage;

Language requirement

  • Fluency in written and oral English required.

Contract type, level and duration


Contract type:International Individual Contractor Agreement
Contract level: IICA-2
Contract duration: 1 year initially, renewable subject to availability of funding and satisfactory performance



For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

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.
  • UNOPS has provision for flexible working arrangements.
  • Qualified female candidates are strongly encouraged to apply.
  • 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.

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.
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  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Juba (South Sudan)
  • Grade: IICA-2, International Individual Contractors Agreement - Mid level
  • Occupational Groups:
    • Humanitarian Aid and Coordination
    • Disaster Management (Preparedness, Resilience, Response and Recovery)
    • Project and Programme Management
  • Closing Date: 2018-07-20

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