Location :
Goma, CONGO, DEM. REPUBLIC
Application Deadline :
14-Oct-13
Additional Category
Management
Type of Contract :
FTA International
Post Level :
P-3
Languages Required :
English French
Starting Date :
(date when the selected candidate is expected to start)
(date when the selected candidate is expected to start)
01-Nov-2013
Duration of Initial Contract :
One year
Background
Under the guidance and supervision of the Head of Sub-Office in matrix management with the Deputy Country Director/Operations based in Kinshasa, the Operations Manager acts as an advisor to the Head of the Sub-Office on all aspects of management and operations in the Sub-Office (SO).
The Operations Manager leads and guides the Country Office (CO) Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach.
The Operations Manager 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.
The Operations Manager leads and guides the Country Office (CO) Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach.
The Operations Manager 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.
Duties and Responsibilities
Summary of Key Functions:
- Ensuring the strategic direction of Sub-Office field operations aligned with Country Office and corporate Operations policy;
- Financial Resources Management, Human Resources Management, Procurement and logistical services and supervision of all Operations and IT staff in the Sub-Office, including any Operations staff within programmes
- Information and communication management;
- Establishment of partnerships with other UN Agencies at the field level;
- Compliance with UNDP security management in the field.
As a member of the Sub-Office management team, ensures the strategic direction of operations focusing on achievement of the following results:
- Ensures full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results;
- Successfully manages Sub-Office operational support by provision of advice on strategies, policies and plans affecting Sub-Office operations based on business principles;
- Establishes collaborative arrangements with potential partners for resources mobilization purposes and appropriate operational partnership arrangements;
- Under the guidance of the DCD/O responsible for Sub-Office business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services and Results Management.;
- Sets and monitors targets for operational efficiency and ensures the constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment;
- Knowledge building and sharing with regards to management and operations in the Sub-Office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
Ensures effective and accurate Financial Resources Management, strategic Human Resources management, efficient Procurement and Logistical services management focusing on achievement of the following results:
Financial Management
- Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations;
- Performance of Manager Level 1 or 2 (as delegated) in ATLAS for financial transactions approvals (vouchers, Purchase Orders), bank reconciliation. Approval of pending disbursements as the third authority (cheques, bank transfers, EFT);
- Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation;
- Organization and oversight of Sub-Office 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;
- Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff of the results of the investigation when satisfactory answers are not obtained;
- Ensures the financial integrity of the Sub-Office through appropriate controls and reporting structures; manages the Sub-Office audit exercise; follow up on necessary training and orientation;
- Ensures cost-recovery system for the services provided by the Sub-Office to projects or other agencies;
- All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
Human Resources Management
- Sub-Office compliance with corporate human resources policies and strategies;
- Ensures optimal staffing of the Sub-Office and Projects;
- Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contract management, OM performing the functions of HR Manager in ATLAS;
- Ensures maintenance of the proper performance management and staff development systems;
- Reviews training needs for Sub-Office staff, develops a training plan and makes recommendations to Management for its implementation taking into consideration resources available.
Procurement and Logistical Services
- Sub-Office compliance with corporate rules and regulations in the field and management of the Sub-Office procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
- Management of the Sub-Office 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 1 or 2 (as delegated) in Atlas for Purchase orders approval and requisitions;
- Manage the provision of support services, including travel and logistics, visas and office premises for the Sub-Office;
- Supervision of vehicle fleet management;
- Management of UNDP assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the SO’s assets.
Ensures forward-looking information and communication management and supervision of ICT Team focusing on achievement of the following results:
- Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries.
- Use of Atlas functionality for improved business results and improved client services;
- Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
- 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;
- Identify office technology needs and oversee maintenance of equipment, software and systems.
Supports establishment of partnerships with other UN Agencies at the field level focusing on achievement of the following results:
- Provides leadership in overseeing effective provision of services to counterparts including fair and transparent procurement, efficient logistics and sound financial management as well as the consistent application of UNDP rules and regulations.
Ensures safe working conditions through adherence to UNDP security management in the field and focusing on the following results:
- Works closely with UNDSS to ensure security of Sub-Office staff and premises, in particular, supports the implementation of UNDP MOSS/MORSS compliance;
- Administers the staff security arrangements and provisions.
Impact of Results:
The key results have an impact on the overall economy, efficiency, and effectiveness of the Sub-Office operations as it relates to the use of corporate resources in the following areas:
- Financial services;
- Human Resources;
- Procurement and logistical services;
- ICT;
- Security.
Competencies
Functional Competencies:
Building Partnerships Identifying and building partnerships- Effectively networks with partners seizing opportunities to build alliances;
- Identifies needs and interventions for capacity building of counterparts, clients and potential partners;
- Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.
- Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.
- Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration);
- Continues to seek new and improved methods and systems for accomplishing the work of the unit;
- Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
- Continually looking for ways to enhance financial performance in the office.
- Performs appropriate work analysis and assists in redesign to establish clear standards for implementation;
Design And Implementation of Management Systems
- Makes recommendations regarding operation of systems within organizational units;
- Identifies and recommends remedial measures to address problems in systems design or implementation.
- Anticipates client needs;
- Demonstrates understanding of client’s perspective;
- Solicits feedback on service provision and quality.
- Provides inputs to the development of organizational standards for accountability.
Core Competencies:
- Building support and political acumen;
- Building staff competence, creating an environment of creativity and innovation;
- Building and promoting effective teams;
- Creating and promoting enabling environment for open communication;
- Creating an emotionally intelligent organization;
- Leveraging conflict in the interests of UNDP & setting standards;
- Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
- Fair and transparent decision making; calculated risk-taking.
UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance.
Required Skills and Experience
Education:
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
- 5 years of relevant experience at the national or international level in providing management advisory services and/or 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.
Language requirements:
- Fluency in French and English.
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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