Operations Officer - Mine Action Project

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Consistent with the United Nations Development Programme (UNDP) strategy for assistance to the mine action sector in Yemen, one of the primary goals of the UN is to ensure the most efficient and effective response to the impact of landmines, unexploded ordnance (UXO) and other explosive remnants of war (ERW, including cluster- munitions). According to the UN Policy on Mine Action and Effective Coordination, the primary responsibility for addressing the threats faced by the population from contamination remains with the affected state. To promote national ownership, responsibility, leadership and effective coordination, the UNDP is mandated by the General Assembly to assist the national authorities in their efforts to review and strengthen existing coordination mechanisms and further develop a national mine action programme.
 
Yemen has suffered numerous conflicts since the Second World War, each conflict leaving its own ERW legacy. The current conflict since 2015 in Yemen has become a forgotten war along with the forgotten crises in its wake. Current belligerents are the Government and the Revolutionary Council and in the voids of governance while the fighting continues, numerous insurgents have increased their footprint.  The population are caught in the middle and the human suffering across the country is staggering with widespread hunger, lack of medical support, spread of disease and a general collapse of the economy.
 
As a result, UNDP has developed the multi-faceted Yemen Resilience Programme of which national support to the mine action sector is one pillar. The major counter-parts for UNDP are the NMAC (National Mine Action Centre) and YEMAC (Yemeni Executive Mine Action Centre). The former is responsible for policy and direction and the latter for the implementation and co-ordination of mine action activities in country.
 
UNDP Yemen is looking to recruit a dynamic individual to join its “Emergency Mine Action” project team.  Under the direct supervision of the project CTA, the project’s Operations Officer will assist the project team in connection with project’s financial and administrative implementation to achieve set project targets. The Project Operations Officer will have the responsibility for ensuring the highest efficiency in the delivery of functions in the areas of budget management, procurement, administration and finance related functions. S/he will provide guidance and oversight role to ensure compliance with UNDP rules and regulations.
 

Summary of key functions:

• Manage overall direction of operations
• Supervise effective project budgeting and financial controls
• Partnership Management
• Project Operations team Management and supervision
• Manage provision of efficient procurement and logistical/administrative services;
• Ensures effective knowledge management.

1.    The Overall direction of operations focusing on achievement of the following results:

• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of project management targets and monitoring of achievement of results.
• Establishment of collaborate arrangements with potential partners, a Client relationship Management system and appropriate operational partnership arrangements.
• Project business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources project related Management, Procurement, Logistical 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 of the project, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

2. Supervise effective project budgeting and financial controls focusing on achievement of the following results:

• Prepare budget forecasts and estimates in coordination with Project Team for annual and quarterly budget requirements and project proposals, which involve financial forecasting, budgeting and accounts;
• Prepare financial and budgetary plans ensuring full compliance with UNDP’s regulations and rules, policies, procedures and internal control framework;
• Monitoring of financial exception report 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.

3.Partnership Management

• Support the CTA and MSU with facilitation and coordination of all partnership management processes to ensure well planned, timely, coordinated and coherent partnership management.
• Support the CTA , MSU and partners in the development of partner project descriptions, budgets, work plans and monitoring and evaluation plans.
• Support MSU in drafting  partners agreements and follow UNDP internal review process of all award documentation and coordinate with MSU for final approval. Acquire approval of CO for finalization of the award.
• Coordinate narrative and finance reporting processes, including reviews and feedback.

4. Project Operations team Management and supervision

• Manage the admin team of the project in Sana’a and Aden
• Supports all project recruitment processes to ensure the same are in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management;
• Ensures Project’s compliance with corporate human resources policies and strategies;
• Supoprts the preparation of recruitment plan and elaboration of job descriptions for required staffing.

5. Manage provision of efficient procurement and logistical/administrative services:

• Elaboration of the project 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;
• Working together with Porcurments unit in preparing BOQs and analayeses.
• Manange the procurement plan for the project and the partners and add them to Prompt 2
• Proper 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;
• Drafts terms of reference making sure the quality of inputs to be procured is maintained;
• Assist in facilitating project assets and inventory and records keeping;
• Approved the travel claims of the project staff.

6. Facilitation of knowledge building and management focusing on achievement of the following results:

• Facilitate capacity building and transfer of knowledge to counterparts officials at local level;
• Document lessons learnt and best practices and ensure their dissemination, for knowledge management and replicability;
• The candidate will complete any other tasks assigned by the Supervisor.

Institutional Arrangement

• The person will report to, and be directly supervised by the Planning and Monitoring Specialist.
• In close coordination with the CTA and other member of the Project Team the Operations Officer will be responsible for providing overall and day to day administrative/operational support for smooth and effective implementation of the project
• The incumbent will also guide the junior members of the operations/admin team of the Project.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that 

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Core Competencies:

Innovation
Ability to make new and useful ideas work
Level 5: Creates new and relevant ideas and leads others to implement them

People Management
Ability to improve performance and satisfaction
Level 5: Models high professional standards and motivates excellence in others

Communication
Ability to listen, adapt, persuade and transform
Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others

Delivery
Ability to get things done while exercising good judgement
Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions

Technical/functional competencies:

Professionalism:

• Demonstrates professional competence and mastery of subject matter, notably in-depth understanding of and ability to evaluate electoral processes, knowledge of all aspects of electoral processes and their technical and political implications;
• Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;
• Demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing; shows pride in work and in achievements;
• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
• Is motivated by professional rather than personal concerns;
• Shows persistence when faced with difficult problems or challenges;
• Remains calm in stressful situations.    

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Teamwork:

• Works collaboratively with colleagues to achieve organizational goals;
• Solicits input by genuinely valuing others' ideas and expertise;
• Is willing to learn from others;
• Places team agenda before personal agenda;
• Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
• Shares credit for team accomplishments and accept joint responsibility for team shortcomings.

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Communication:

• Speaks and writes clearly and effectively;
• Listens to others, correctly interprets messages from others and responds appropriately;
• Asks questions to clarify, and exhibits interest in having two-way communication;
• Tailors language, tone, style and format to match the audience;
• Demonstrates openness in sharing information and keeping people informed.    

Level 5:Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Planning and Organizing:

• Develops clear goals that are consistent with agreed strategies;
• Identifies priority activities and assignments; adjusts priorities as required;
• Allocates appropriate amount of time and resources for completing work;
• Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary;
• Uses time efficiently.    

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Client Orientation:

• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view;
• Establishes and maintains productive partnerships with clients by gaining their trust and respect;
• Identifies clients’ needs and matches them to appropriate solutions;
• Monitors on-going developments inside and outside the clients’ environment to keep informed and anticipate problems;
• Keeps clients informed of progress or setbacks in projects;
• Meets timeline for delivery of products or services to client.    

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Minimum Academic Education:

• Master degree in Civil engineering, Project Managment or Public Administration with 7 years of relevant work experience;
• Bachelor's degree in Civil engineering, Project Managment or Public Administration with 2 additional years of relevant experience will be accepted in lieu of master degree.

Minimum years of relevant experience:

•  7 years of experience with UN & NGOs in operations , Management, Field works, and Civil engineering.

Required skills:

• Progressive experience in UN or INGOs operations /  administration management;
• Experience in working with Partners ( INGOs) in contracting, Advances and clearance;
• Experience in construction works, BOQ, Construction management and construction supervision;
• Good experience in porcurments and tenders analyses;
• Knowledge of IPSAS and/or IFRS required;
• Very good inter-personal skills.

Desired additional skills and competencies:

• Knowledge of UNDP programme management procedures and policies, including experience with Atlas (Resource Management System) is strong asset.

Required Language(s):

• Fluency in spoken and written English and Arabic.

Important applicant information

All posts in the SC 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.

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