The incumbent leads the operations team in strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. Acts as an advisor to Senior Management on all aspects of CO management and operations. Serves as the agency security focal point and implements all security related requirements that are specific to UNDP.

The incumbent is responsible for introducing and implementing enhanced business processes to improve overall operational efficiency of the Office, in consultation with Regional Hub and HQ teams as appropriate.

Reporting structure and partners:  Reports to Deputy Resident Representative and supervises eight operations staff listed below.

• Finance Associate (1)
• Finance Assistant (1)
• HR Associate (1)
• Procurement/Admin Associate (1)
• Driver (1)
• Common Premise Coordinator (1)
• ICT services + Admin/Logistics Assistant (2 SCs)

Works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operations services.

As a member of the CO management team, ensures the strategic direction of operations through:

• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and CO level and monitoring of achievement of results.
• Establishment of collaborate arrangements with potential partners, a client relationship management system for resource mobilization purposes and appropriate operational partnership arrangements.
• CO business processes mapping including identification of opportunities for streamlining in full adherence to ICF requirements 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 UNDP knowledge networks and communities of practice
• Act as a liaison and focal point for operational services clustering of the CO at regional or global hubs, in consultation with regional Hub and in line with corporate strategy and direction.

Ensures effective and accurate financial resources management and supervision of the Finance team, through:

• Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations. [Note: Certain below listed functions are subject to change when corporate decisions are made to off-shore CO transactions at the global hubs).
• Preparation of office management budget and financial sustainability strategies
• 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 CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
• Organization and oversight of CO 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 UNDP staff 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 through:

• CO compliance with corporate human resources policies and strategies.
• Optimal staffing of the office and projects.
• Oversight of 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.
• Monitoring of staff performance in the Office; provision of guidance and training on the use of corporate performance platform; learning platform; as well as development of office-wide learning strategy in consultation with other supervisors and CO leadership.
• Ensure implementation of e-recruitment and e-hiring strategies in the Office, in consultation with HR team in the regional Hub.

Ensures provision of efficient procurement and logistical services and supervision of the Procurement team    through:

• Provide oversight for effective management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets.
• CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, and performance measurement.
• Elaboration of the CO 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.
• Ensure implementation of e-tendering use in the Office and management of corporate purchasing card with a view to enhance operational efficiencies

Ensures forward-looking information and communication management and supervision of ICT function through:

• 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.

Ensures proper common services organization and management, establishment of partnerships with other UN Agencies through:

• Provision of common services to resident and non-resident UN Agencies as decided by the UN OMT and represent UNDP in the OMT meetings.
• Efficient management of UN House and supervision of common premises coordinator
• 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.
• Serve as the agency security focal point and implement all security related requirements that are specific to UNDP and seek collaboration on security matters with other UN agencies as appropriate.
• Other duties deemed necessary

Education

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

UNDP Certification in at least two of the following areas: Procurement, HR, Accounting and Finance an asset.

Working experience

• 5 years of relevant experience at the national or international level in providing management advisory services and 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.  Demonstrated understanding of the sustainable development, climate change and institutional development issues faced by Mongolia. 

Language Requirements 

• Proficient knowledge of English and Mongolian languages
• Proven excellent analytical writing skills in English.

Important applicant information

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

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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