Chief of Section - CMS
Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.Chief of Section - CMS
Organizational Setting and Work Relationships
The Chief of Section- CMS is part of the Senior Management Team and acts as the Officer in Charge (OiC) in the absence of the Head of Copenhagen Global Service Center. The incumbent manages multifunctional team (Admin, Finance, HR, ICT) by providing strategic direction, functional guidance and effective leadership.
The incumbent ensures essential communication and good relations are maintained with the relevant counterparts of other UN Agencies as well as the UN City Common Service Section Chief, at the same time ensures UNHCR¿s best interests are represented in the various interagency fora¿s (OMT, SMT, as well as UNCT in the absence of the Head of CGSC). The incumbent will maintain frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization¿s programmes. S/he acts as an adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority.
The incumbent works according to broad guidelines, receiving minimal supervision and guidance. The position supervises a large and extended team responsible for the full range of admin services. The incumbent makes recommendations/decisions related to content, prioritization and presentation of administrative budget, Human resources management and training needs, within the Global Service Center on financial and human resources management issues, in full compliance with UN/UNHCR rules and regulations. S/he utilizes a holistic approach to Human Resources Management to work in partnership with senior management, guide HR teams in the building and bring sound, and coherent HR solutions tailored to enable the implementation of the strategic priorities. By doing so, oversees and coordinates Admin, Finance and HR activities under different divisions in the Centre.
The nature of the job requires that close working contacts are maintained with the appropriate levels of senior management of the Bureaux and Divisions for information sharing, consultation and coordination to facilitate decision making and implementation of measures aimed at a smooth functioning of Copenhagen Global Service Centre services and efficient use of available resources. External contacts include the UN City, the Danish Government and other external parties.
The incumbent will, further, cover the full spectrum of managerial oversight, manage performance and monitor the adherence of the different divisions to UNHCR¿s rules and regulations, monitoring, identifying and addressing any emerging issues and risks as appropriate. The incumbent also promotes a culture that is results-oriented, efficient and based on trust and pursues measures to ensure that inclusion, gender balance and diversity are taken into due consideration in staffing, resource allocation and representation at all levels throughout the Center.
An efficiently managed Centre Management Section is critical to maintaining a proper working environment as its responsibilities touch on virtually every aspect of Global Service Centre. Therefore managerial weaknesses and misjudgement may lead to serious deterioration of working conditions, environment and security of the staff in the Copenhagen Office.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.
- Plan and coordinate the distribution of office space in accordance to changing human resources, organizational and operational requirements. Continuously look for a judicious and cost-effective utilisation of Copenhagen Global Service Center office premises.
- Improve the environment of the work places, shared spaces, sanitation, meeting rooms etc.
- Relate and coordinate with the Staff Association on matters relating to Copenhagen Global Service Center premises and facilities as they impact on working conditions.
- Liaise and cooperate with the UN City security staff on all matters relating to staff security, ranging from measures to avoid work accidents to wider security matters relating to malicious and terrorist acts. Plan and implement measures related to safety contingencies, general crime and security threats.
- Ensure the best administration of the Copenhagen Global Service Center office premises in terms of management of space, storage etc.
- Ensure proper maintenance of office furniture and non-IT equipment as well as cost-effective procurement of goods and services. Contribute to a cost effective and efficient use of office equipment through ensuring effective asset management.
- Oversee the process of recruitment, assignment and reassignment of locally-recruited staff and affiliate workforce, ensuring compliance with UNHCR rules and procedures, and providing advice to managers where required.
- Engage with management to understand priorities and provide advice and solutions on all aspects of HR in line with delegated HR authorities.
- Support the development and implementation of a Duty of Care strategy. Identify and assess issues related to duty of care including physical, mental health and safety of UNHCR¿s workforce. Promote work/life balance and flexible working arrangements with managers and staff
- Sponsor HR initiatives that support organizational culture change such as good people management practices, and promoting gender, inclusion and diversity
- Formulate, administer and revise as needed the budget of Copenhagen Global Service Center premises management and services and authorise accordingly related procurements and expenditures.
- Ensure accounting records are correct and reliable, payments are made are timely and accurately, and all month-end and year-end cut-off processes are implemented in line with relevant guidance.
- Supervise the preparation of financial reports, monitoring and supervising expenditures with respect to approved budgets and work plans.
- Ensure the maintenance and on-going validity of the Delegation of Authority Plan (DOAP).
- Identify potential risks in relation to financial management, including the effectiveness of internal controls, and propose mitigating actions; monitor the application of internal control mechanisms. Make proposals for the continuous improvement of financial monitoring and control mechanisms, including the streamlining of financial systems and procedures.
- Determine procurement needs, seek Committee on Contract¿s approval for establishing contracts with suppliers and administer all contracts covering Copenhagen Global Service Centre. In cooperation with Supply, prepare a procurement plan, initiate and coordinate local procurement for the smooth running of the Office.
- Identify opportunities for joint procurement activities or using existing Frame Agreements established in the UN City to support harmonisation, simplification, cost reduction and effectiveness of procurement actions.
- Attend inter-agency meetings with other UN agencies with specific focus on general administration, staff safety and human resources issues (i.e. common services).
- Manage every day interagency contacts with relevant counterparts, actively participate in OMT in the UN City through representing UNHCR interests, identify opportunities for interagency collaboration both from cost reductions and quality perspective.
- Advise and support the Head of the Global Service Center and Division's senior management team on all administrative, financial and human resources management issues, maintaining a close engagement with managers and staff regarding the management and administration of funds and staff, making recommendations, initiating action and following-up as relevant.
- Perform other related duties as required.
Education & Professional Work Experience
Years of Experience / Degree Level
For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree
Field(s) of Education
Business Administration, Public Administration Law
Facilities Management or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
UNHCR Management Learning Programme
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
- Minimum of 12 years in supervisory/managerial position in the area of general administration of a large office that require extensive service and utility needs. Of 12 years, at least 10 years should be in an International capacity in which the incumbent has dealt with office management, personnel and administrative issues; a minimum of three years should be specifically related to the management of office buildings.
- Good knowledge of UNHCR¿s organisational structure as well of UN policies and procedures relating to purchasing and contracting, administration and finance.
- A good knowledge in financial rules/ procedures, processes and exposure to provision of support services in an International organisation, preferably UN.
- Ability to produce high quality output with desirable results.
- Exposure to UNHCR specific learning/training activities.
- UN security standards and practices.
- Knowledge of Finance / Supply Chain Module of MSRP, FOCUS.
- Experience in liaison with a wide range of suppliers of goods and services.
HR-Human Resources Management
IT-Budget & Financial Management
UN-UN/UNHCR Financial Rules and Regulations and Procedures
(Functional Skills marked with an asterisk* are essential)
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. C001L4 - Accountability Level 4
C002L4 - Teamwork & Collaboration Level 4
C003L4 - Communication Level 4
C004L4 - Commitment to Continuous Learning Level 4
C005L4 - Client & Result Orientation Level 4
C006L4 - Organizational Awareness Level 4
M001L4 - Empowering and Building Trust Level 4
M002L4 - Managing Performance Level 4
M006L4 - Managing Resources Level 4
M005L4 - Leadership Level 4
M003L4 - Judgement and Decision Making Level 4
M004L4 - Strategic Planning and Vision Level 4
X004L4 - Negotiation and Conflict Resolution Level 4
X002L4 - Innovation and Creativity Level 4
X005L4 - Planning and Organizing Level 4
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
Please note that the closing date for vacancies in this addendum 4 to the September 2019 Compendium is Thursday 13 February 2020 (midnight Geneva time)