Operations Manager, Port-au-Prince, Haiti
Closing Date: Tuesday, 18 February 2014
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Position title Operations Manager
Level ICS-11
Department/office LCO, Haiti
Duty station Port au Prince, Haiti
Contract type Fixed Term
Contract level P4
Duration 1 year with possibilities of extension
Application period 05-Feb-2014 to 19-Feb-2014 Print
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Background Information - UNOPS
UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity. Working in some of the world's most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations. We employ more than 6,000 personnel and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of offices, we oversee activities in more than 80 countries.
Background Information -Haiti
Haiti
The UNOPS Haiti office supports international partners and the Haitian Government in their work to improve lives following the 2010 earthquake. UNOPS project managers and their local employees are helping to check the safety of damaged houses, build transitional shelters for homeless families, provide cleaner toilets for those living in camps, clear canals of debris to prevent floods, repair roads, and construct maternity centres and schools.
Background Information - Job-specific
The Head of Support Services will work under the direct supervision and guidance of the HTOC Director on a range of activities that contribute to the implementation of projects and in close coordination with the Project Managers (PMs) carrying out the following duties:
Functional Responsibilities Project Coordination:
- Monitor all aspects of project progress and implementation; identify and address support issues as appropriate;
- Support Project Support Officers (PSOs) and Senior Project Managers/Project Managers (SPMs/PMs) with regard to preparation of budget revisions/rephasals, Human Resources (HR)/procurement/sub-contracting/travel workplans, and delivery/revenue and forecasts reports and provision of updated data for client reporting, among other related activities;
- Coordinate project management/administration for the execution of multiple HTOC projects, including Direct Implementation;
- Perform oversight of procurement processes and related issues as well as provide procurement advice to Director, SPM/PMs, PSOs and Buyers/Logisticians, and liaise with LCO/Legal Unit and UNOPS Copenhagen Office ( Procurement Unit) where applicable;
- Supervision of Support Units, i.e. Finance, HR, ICT and Common Services Unit (Purchasing/Logistics), and ensure compliance of procedures thereof.
- In coordination with various Support Unit Heads, prepare workflow processes and procedures for an effective and efficient processing and tracking of all transactions with clients in accordance with the UNOPS Internal Control Framework;
- Provide necessary advice and support to SPM/PM and PSO during the formulation phase of new initiatives with focus on quality assurance and quality control of project documents, costing and cost implications, implementation plan, milestones and benchmark indicators and adherence to UNOPS project approval processes and procedures of HTOC;
- Monitor through regular meetings and in close coordination with PSOs overall donor fund contributions (committed and actual), receipt of funds, commitments and actual expenditures, update status of project activities, forecasts and business acquisition;
- Monitor overall HTOC administrative budget expenditures;
- Closely monitor POs to ensure that they are duly closed quarterly by all HTOC Atlas users when possible; minimize use of ULOs;
- Coordinate with all Support Units/PSOs/ Buyers/Logisticians and all Atlas Users so as to ensure Year- End deadlines set by HQ are duly adhered to;
- Liaise with UNOPS LCO RO & HQ on required submissions (including HQCPC/LCPC submissions and Admin. Asset annual reports) and all corporate related matters, as well as establish good relations with HQ staff and Regional Office for Latin America and the Caribbean (LCO);
- In consultation with HTOC Senior Management, conduct needs analysis; develop strategies aimed at optimizing support service delivery; and
- Adjust; realign office procedures and systems to create client-oriented culture in operational support services.
- Be responsible for ensuring the efficient and timely delivery of support services to UNOPS related activities, namely projects and programmes
- Develop and supervise the provision of support services to projects and programmes, namely finance/admin, HR, procurement and logistics;
- Define with the Director and the SPMs the support services requirements in the field, review arrangements to improve service quality, and define budgetary needs;
- Serve as an interface between projects and HQ on all administrative issues (including HR, finance and procurement)
- Ensure that UNOPS rules and procedures are duly applied in the areas of HR, procurement and contracting, logistics, finance and overall administration;
- Monitor and ensure weekly ATLAS generated reports on status of POs per project are sent to all ATLAS users;
- Monitor usage of vehicles, petrol maintenance and charge back for personal usage.
- Oversee Finance Unit and ensure compliance of UNOPS/Financial Rules & Regulation and Finance procedures; monitor project budgets, budget revisions/rephasals;
- ensure cash control mechanisms in Field Offices are duly established and implemented;
- In the absence of the Financial Management Officer , certify payment requests;
- Review/monitor project expenditure reports through the Financial Dashboard for each project; monitor reversal of charges where applicable;
- Ensure Finance Unit conducts periodic training and audit of Finance in the field;
- Approve disbursement of allocated financial resources for projects and programmes;
- Perform the functions of the Verifying/Approving Officer for the financial transactions;
- Review ITB/RFP bidding documents prior to launching tenders so as to ensure bidding documents are in compliance with UNOPS procurement procedures.
- Participate in Bid Openings events so as to ensure UNOPS procurement procedures are duly followed during the events; monitor receipt of offers, late submissions, submission of bank guarantees to Finance Unit for proper management, etc.
- Ensure that HTOC complies with UNOPS Financial Rules & Regulations and procurement procedures when conducting local RFQs;
- Monitor and ensure weekly Atlas generated reports on status of POs per project are sent to all Atlas users;
- Ensure all security related data is reported to UNDSS as per their request; Supervise proper filing of all, documentation;
- Supervise proper data entry in Procurement Tracking sheets;
- Supervise proper maintenance of Asset database for all HTPC projects; ensure periodic physical inventory of assets in HTOC and field offices, including proper tagging; and
- Conduct periodic training on Basis Principles of Procurement and UNOPS procedures in HTOC.
- Oversee HR Unit and ensure compliance of procedures and/or establishment of procedures thereof;
- Oversee staffing issues within HTOC as required by the project's demands including recruitment, training, staff performance review and staff movement within HTOC;
- Encourage and develop personnel technical and project management skills and attitude, manage continued professional development of relevant personnel;
- Ensure HR Unit conducts periodic training and audit of HR issues in the field; Supervise periodic market research on local salary scales;
- Monitor time allocation of international personnel (FT/TA and ICA) against relevant projects; monitor HR database
- Sign/approve timesheets and travel authorizations of support team (IT and Common Services Units);
- Ensure required staff/personnel reports are submitted to Govt. authorities and UNDSS as required
- Oversee ICT Unit and ensure compliance of procedures and/or establishment of procedures thereof; Ensure proper maintenance of server equipment;
- Ensure IT support is provided to HTOC and field personnel on all IT related matters;
- Ensure proper coordination between HTOC ICT Unit, RO LCO & HQs;
- During the absence of the Director, perform in the capacity of Officer-in-Charge (OIC); sign / approve POs/Contracts as per DOA threshold; sign/approve correspondence with clients;
- Represent UNOPS at the UN OMT (UN Operation Management Team) meetings, among other related duties;
- Assess, identify training/learning needs, develop periodic training schedule and organize workshops, meetings to strengthen capacity of HTOC in procurement, logistics, HR, and Atlas, and thereby ensure smooth implementation and effective monitoring of project deliveries;
- Perform as focal point for any internal/external audit exercise;
- Perform other related duties as required by the Director.
- Knowledge of UNOPS/UNDP/UN regulations, rules, policies, procedures and practices; and working knowledge of ATLAS (PeopleSoft) and experience of other related data base reporting requirements for UN / International agencies is highly desirable.
- Excellent interpersonal skills and organizational skills
- Excellent oral and written communication skills.
- Excellent information system/computer skills.
- Good analytical and negotiating skills; resourcefulness, initiative, maturity of judgment.
- Ability to establish priorities and to plan, coordinate and monitor own work plan.
- Ability to deliver to timelines and work under pressure.
- Ability to work in a multicultural team.
- Ability and willingness to live, work and travel in difficult conditions
- Advanced University degree in business administration, accounting, economics and/or other related field, or a First University degree in related fields combined with extensive experience in similar responsible position. Professional certifications an asset.
- Minimum 7 years of relevant experience in financial management, and/or administration, of which a minimum of 3 years should be in team leadership and management roles; experience in procurement of goods or services an asset.
- Fluency in English and French required.
- Knowledge of Spanish and Haitian Creole will be considered an asset.
Contract duration: 1 year, with possibilities of extension
For more details about United Nations staff contracts, please follow this link:
http://www.unops.org/english/whoweneed/contract-types/Pages/United-Nations-staff-contracts.aspx
Additional Considerations
- Please note that the closing date is midnight Copenhagen time (CET)
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
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