Head of Operations Support

Copenhagen

Organization: UNOPS - United Nations Office for Project Services
Location: Copenhagen
Grade: Mid level - IICA-3, International Individual Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Managerial positions
Closing Date: Closed

Background Information - Job-specific

UNEP Copenhagen Climate Centre (UNEP-CCC), formerly known as the UNEP DTU Partnership - UNEP-CCC

UNEP-CCC is a leading international research and advisory institution on energy, climate and sustainable development. UNEP-CCC works with a wide range of international institutions, national governments and research organizations to assist developing countries in their efforts to move toward low carbon, climate resilient and sustainable development. UNEP-CCC has a staff of approximately 70 professionals from over 20 countries and currently implements project activities in more than 60 countries.

UNEP Copenhagen Climate Centre (UNEP-CCC) based in UN City, Copenhagen is a Programme Collaborating Centre actively engaged in implementing UNEP’s Climate Change Strategy & Energy Program.

UNEP-CCC offers science-based advisory services to emerging markets and developing countries in their transition towards a climate resilient, low carbon future.

Functional Responsibilities

Context and overall objective :

The Operations Support Section within UNEP-CCC seeks to develop and support the ground for UNEP-CCC’s business model. The section focuses on developing, building and maintaining HR, IT, Finance, Admin, Procurement, legal and project processes and procedures and in accordance with UN policies, in order for the programs and projects to be run professionally. Furthermore, the section supports the Programme Sections in the organization of meetings, conferences and events.

Within the section of Operations Support and under the guidance and direct supervision of the Director, the Head of Operations Support will perform the following functions:

Operational advisory and technical support

Liaison with appropriate the Headquarters Practice Groups; Advise UNEP-CCC's Director and Section Heads on setting goals, targets and performance standards for projects, and recommend tools for monitoring, evaluation and auditing ; Participate in any UNEP and UN City forum discussions and planning to ensure that UNEP-CCC, UNEP and UNOPS positions, interests and priorities are fully considered; Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNEP policies, standards, and commitments. Provide assistance and operational support to programmes and projects. Identify potential risks and take action/refer critical issues for mitigation.

Financial management of the Centre

Overseeing financial flows - provide input and advice to UNEP-CCC Management with regards to the financial status of the Center’s operations and use of funds for the programmatic goals of the Center; track financial status and performance to identify areas for potential improvement; provide internal reporting to Management through monthly financial follow-up, development of prognosis, monthly and yearly reporting; trigger financial reporting to donor on projects with input from the hosting / legal entity of the Center.

Resource management

Providing overall overview of staffing table, maintain leave and sick leave status with inputs from Head of Sections and PMs; maintain and update budget and management tools with data on staff availability and commitment, budget and costs.

Administering petty cash, credit cards following the rules and regulations of the hosting entity; build on and tailor the admin procedures and processes of the hosting entity to the needs and reality of the Center.

Donor contact and contract management

Support and provide administrative guidance on negotiation with Funding entities; direct the financial planning, budgeting and implementation of the core operational budgets of UNEP-CCC; provide guidance on and supervision of budget preparatory process of all UNEP-CCC projects; approve project budget before final approval by the UNEP-CCC director; liaise with the UNOPS Administrative Services and UNEP-Economy Division Administrative Services as and when required.

Team Management

Manage the Operations Support Team according to the UNOPS standards of supervision in support to the UNEP-CCC work planning, performance management.

Provide oversight, ensuring compliance by team members with existing policies and best practices within UNEP and UNOPS.

Project planning and coordination support

Oversee the assistance and operational support to programme and project preparation and work planning.

Provide advice on goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing in compliance with the UNEP and/or UNOPS processes.

Constantly monitor and analyze the operating environment to identify potential risks and take action/refer critical issues for intervention to ensure delivery of results.

Closely liaise with UNEP-CCC's Director and other Head of Sections at UNEP-CCC in order to troubleshoot any issues that might cause interruption in the operations and programme management.

Procurement

Organize the procurement planning process of the UNEP-CCC and monitor implementation of the plan by UNEP and UNOPS.

Administration and Information Technology

Manage the acquisition, maintenance, inventory, recording, verification and protection of project and administrative facilities/assets, including IT infrastructure, equipment and servers.

Ensure systematic use update of the Knowledge Management System.

Knowledge management and innovation

Contribute to the dissemination and sharing of best practices and lessons learned for corporate development planning and knowledge building.

Other areas

Financial and process related input to evaluations, accreditation and due diligence processes from Donors, Partners etc.

Impact of results

The key results have an impact on the overall efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances the organization’s credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the management.

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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

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 :

Advanced university degree (master degree or equivalent) in Environmental and Energy planning, Finance, Business Management or Administration, Accounting or related field; Or
First level university degree or undergraduate degree (bachelor or equivalent) plus 2 years of relevant experience will be considered in lieu of an advanced University degree.

Experience :
Required :

Minimum 7 years of progressively responsible operations management and finance experience is required at the national or international level.

Experience in the usage of computers and office software packages (example: MS Office 2003 and/or newer versions) and advanced knowledge of spreadsheet and database packages,

Managerial skills, having supervised diverse teams.

Desirable :

Proven track record managing personnel and operational systems is required.

Experience dealing with UN regulations, rules and policies in the areas of contracting, procurement and human resources is desirable.

Experience in handling web-based management systems.

Language :

Fluency in English, in both speaking and writing is required.
Knowledge of another UN official language is an asset.

Contract type, level and duration

Contract type: International Individual Contractor Agreement (IICA)

Contract level: IICA 3 / ICS-11

Contract duration: One year (12 months) initially, renewable subject to satisfactory performance and availability of funds.

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 embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Copenhagen, Denmark is an UN Family Duty Station

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.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity
With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labour force — a strength that helps us better understand and address our partners’ needs. We continually strive to improve our gender balance through initiatives and policies that encourage the recruitment of qualified female candidates.

Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.