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Resources Management Officer (Finance), Port-au-Prince, Haiti

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Resources Management Officer (Finance), Port-au-Prince, Haiti
Closing Date: Thursday, 20 February 2014 OPEN TO INTERNAL AND NON-REPRESENTED MEMBER STATES CANDIDATES
Position Title: Resources Management Officer (Finance)
Duty Station: Port-au-Prince, Haiti
Classification: Official, Grade Equiv. P2
Type of Appointment: Special Short Term, six months with possibility extension
Estimated Start Date: As soon as possible
Closing Date: February 20, 2014
Reference Code: SVN 2014/07(O)- INT
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.
IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM has a proactive recruitment policy to increase the representation of nationals of nonrepresented member states. Qualified applicants from the following countries will be favorably considered: Algeria, Angola, Antigua and Barbuda, Bahamas, Belize, Benin, Cambodia, Cape Verde, Cameroon, Central African Republic, Czech Republic, Comoros, Cyprus, Djibouti, El Salvador, Gabon, Gambia, Guyana, Holy See, Israel, Kyrgyzstan, Lesotho, Libya, Luxembourg, Madagascar, Maldives, Malta, Montenegro, Micronesia, Mongolia, Namibia, Nauru, Nigeria, Papua New Guinea, Paraguay, Republic of Congo, Rwanda, Saint Vincent and the Grenadines, Seychelles, Slovenia, Somalia, South Sudan, Suriname, Swaziland, Timor Leste, Togo, Trinidad and Tobago, Vanuatu, Venezuela, Vietnam, Yemen Applications from qualified female candidates are especially encouraged.
Context:
Under the overall supervision of the Chief of Mission (CoM), and under the direct supervision of the Senior Resource Management Officer (SRMO), the Finance Officer will be responsible and accountable for coordinating the financial/budgetary functions of the Mission.
Core Functions / Responsibilities:
1. Assist in monitoring the financial management for all activities in the Mission including the oversight of financial expenditure and accountability; undertake financial analysis of projects in the Mission, monitor budget control, follow up implementation of effective internal control, design and functioning of the financial resources management system.
2. Provide support to Project Managers throughout the project cycle to ensure compliance with IOM's policies and procedures and any donor-specific requirements.
3. Ensure the accounting data are properly entered in PRISM, in accordance with IOM financial rules and practices, maintain accurate records of PRISM entries including hard copies of all vouchers and supporting documentations.
4. Assist in reviewing monthly accounting closure and returns to Panama for accuracy and ensure that these are submitted on a timely basis and are completed according to IOM Accounting Policies and Procedures.
5. Inspect payroll versus budgets, ensuring that salaries are correctly allocated to projects consistent with IOM's projectization criteria.
6. Coordinates the preparation of project financial reports in accordance with IOM and donor regulations and established procedures.
7. Liaise with relevant Units at HQ, Administrative Centers and Regional Office, with regard to the accounting and financial activities of the mission; report regularly on the financial situation of the mission and provide other information as required.
8. Forecast cash flows according to activities in the Mission and ensuring daily control of funds disbursed; ensure funding is received in accordance with donor agreements.
9. Make recommendations on procedural improvements and assist in training staff in the relevant areas of accounting and finance and compliance to financial procedures; Facilitate and support knowledge building and sharing in finance/accounting and budget.
10. Assist in facilitating financial audit of projects in accordance with the donor agreements.
11. Perform such other duties as may be assigned.
Required Competencies Behavioural
  • takes responsibility and manages constructive criticism;
  • works effectively with all clients and stakeholders;
  • promotes continuous learning; communicates clearly;
  • takes initiative and drives high levels of performance management;
  • plans work, anticipates risks, and sets goals within area of responsibility;
  • displays mastery of subject matter;
  • contributes to a collegial team environment;
  • incorporates genderrelated needs, perspectives, and concerns, and promotes equal gender participation; i)
  • displays awareness of relevant technological solutions; j) works with internal and external stakeholders to meet resource needs of IOM.
Technical
  • effectively applies knowledge of relevant financial discipline;
  • develops / follows internal control procedures to prevent fraud and mismanagement;
  • ensures application of institutional financial policies and guidelines;
  • advocates incorporation of financial considerations into processes and procedures.
Required Qualifications and Experience
a) completed advanced University degree from an accredited academic institution preferably in Accounting/Business Administration or related field with preferred certification as chartered accountant or certified public accountant.
  • two years of relevant professional experience (four years for candidates with first level university degree) in finance, accounting, budgeting and business administration;
  • knowledge of IPSAS and PRISM;
  • ability to prepare clear and concise reports, supervise staffs and coordinate administrative activities;
  • high level of computer literacy , in particular experience in MS Excel and computerized accounting systems and software;
  • knowledge of IOM accounting systems, software and procedures.
Languages Fluency in English is required. Knowledge of French and Creole an advantage.
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by February 20, 2014 at the latest, referring to this advertisement. For further information, please refer to: http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for applications.
Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system.
Posting period: From 06.02.2014 to 20.02.2014
Requisition: SVN 2014/07 (O) – Resource Management Officer (Finance) (Grade Equiv. P2) – Port au Prince, Haiti (54539153) Released Posting: SVN 2014/07 (O) – Resource Management Officer (Finance) (Grade Equiv. P2) – Port au Prince, Haiti (54539154) ReleaseMore information and Application Details  
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National Consultant on Gender And Participation for the Preparation (PPG), Port-Au-Prince (With Missions to the Provinces), Haiti

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National Consultant on Gender And Participation for the Preparation (PPG), Port-Au-Prince (With Missions to the Provinces), Haiti
Closing Date: Tuesday, 18 February 2014
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NATIONAL CONSULTANT ON GENDER AND PARTICIPATION FOR THE PREPARATION (PPG)
Location :Port-au-Prince (with missions to the provinces), HAITI
Application Deadline :18-Feb-14
Additional Category:Millennium Development Goals
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :English French Spanish
Expected Duration of Assignment :40 days over a period of six months
Background
The Project Identification Form (PIF) and Project Preparation Grant (PPG) Document of the project 'Increasing resilience of ecosystems and vulnerable communities to CC and anthropic threats through a ridge to reef approach to BD conservation and watershed management' were approved by the GEF on 20th June 2013, on the understanding that the Project Document and other supporting documentation will be presented to GEF within 18 months, i.e. by 20th December 2013. The objective of the project is that watersheds and coastal areas in Haiti are spatially configured and managed to increase the resilience of ecosystems and vulnerable communities to climate change and anthropic threats.
As explained in the PIF, the project will deliver help to reduce the vulnerability of poor people in Haiti to the effects of climate change, while at the same time conserving threatened coastal and marine biodiversity. These benefits are highly interdependent: investments in climate-proofed BD conservation strategies will enable coastal and marine ecosystems to continue to generate Ecosystem-Based Adaptation (EBA) services; while additional investment of adaptation funds in the watersheds which drain into these ecosystems will serve to maximize BD benefits and ecosystem functions, as well as generating EBA benefits for the populations living in the watersheds themselves.
The project will be structured around two complementary and interrelated components:
  • Increased resilience to climate threats in key watersheds and coastal ecosystems, with support from the Least Developed Countries Fund (LDCF);
  • Establishment and management of PAs in the marine and coastal zones of target watersheds, with support from the GEF Trust Fund.
The PPG funds approved by GEF are destined for the following activities:
  • Recommendation of strategies for EBA and NRM;
  • Policy, planning and institutional analysis;
  • Proposal of stakeholder participation and social mitigation strategies;
  • Proposals for PA management;
  • Proposals for biodiversity conservation in coastal/marine zone;
  • Development of key project design elements.
The PPG Document proposes the formation of a multidisciplinary team of national and international consultants, to conduct analyses and generate recommendations on the complex cross-sector issues covered by the project. A key requirement of GEF eligibility is the presentation of evidence that the interests of all project stakeholders, especially vulnerable groups and women, have been adequately taken into account in project design and that adequate provision has been made for their participation in both the PPG and implementation phases of the project.
Objectives of the consultancy
To ensure that the interests of all project stakeholders, especially vulnerable groups and women, are adequately taken into account in project design and that adequate provision is made for their participation in both the PPG and implementation phases of the project.
Duties and Responsibilities
The consultant will be responsible for the following tasks:
  • On the basis of a review of the PIF, taking into account best practice and national norms, and in consultation as appropriate with relevant Government authorities, providing advice to other team members during the PPG inception workshop on how to make provision for gender and participation issues in the development of their work plans and methodological proposals, and on the basis of this generating an overall gender and participation plan for the PPG phase;
  • Reviewing methodological proposals and reports generated by other members of the PPG team and advising on the adequacy of their provisions for gender and participation issues.
  • As necessary and appropriate, providing advice on participation methodologies to be used in specific meetings proposed by individual members of the PPG team with local stakeholders, and providing facilitation support to the meetings as required;
  • Generating quantitative information on social and gender conditions in the target areas for use in the context description to be included in the Project Document, in the formulation of project strategies and in the project results framework;
  • With inputs from other members of the consultancy team, generating a detailed stakeholder 'map' and matrix, identifying, characterizing and prioritizing all relevant stakeholders in terms of their relations with the project and the model that it promotes;
  • Generating proposals of how each key stakeholder or groups of stakeholders will be involved in the implementation phase of the project, including proposals of mechanisms and methodologies to ensure the adequacy, equity and effectiveness of their participation;
  • Advising PPG consultants on the incorporation of social and gender aspects into their proposals of indicators and monitoring and evaluation procedures;
  • Supporting the International PPG Coordinator in the generation of the GEF Environmental and Social Screening Tool.
Participation in the initial PPG start-up workshop and the validation workshop towards the end of the PPG phase, as well as any other meetings with other members of the consultancy team and external actors that may be required throughout the duration of the consultancy (both in-country during the proposed missions, or via email and internet) to discuss and negotiate methodologies, advances and proposals.
Coordination:
The consultant will be hired by UNDP Haiti and will report to the International PPG Coordinator, and will provide cross-cutting support to all members of the team of PPG consultants.
Products:
  • Stakeholder participation plan for the PPG phase, including specific recommendations for each of the members of the PPG team, based on the results of the PPG start-up workshop;
  • Report on social and gender conditions in the target areas, including (but not necessarily limited to) the following:
  • Population numbers, broken down relevant socioeconomic characteristics, such as gender, poverty (using different recognized definitions), occupation, age and rural/urban nature;
  • Demographic tendencies;
  • Organizational and governance conditions;
  • Social and cultural considerations of relevance to project strategies;
  • Stakeholder 'map' and matrix, identifying, characterizing and prioritizing all relevant stakeholders in terms of their relations with the project and the model that it promotes;
  • Stakeholder participation plan for the project implementation phase, with proposals of how each key stakeholder or groups of stakeholders will be involved in the implementation phase of the project, including proposals of mechanisms and methodologies to ensure the adequacy, equity and effectiveness of their participation;
  • Monitoring and evaluation report, containing proposals of how to incorporate social and gender considerations into the monitoring and evaluation scheme of the project.
Competencies
  • Demonstrate ability to assess complex socio-economic dynamics, gender variability, succinctly distills critical issues, and draw forward-looking technical conclusions and recommendations;
  • Highly knowledgeable of gender characteristics in society;
  • Ability to deliver quality technical reports within the given time;
  • Familiarity with the challenges developing countries face in adapting to climate change; and
  • Excellent in coordination, planning and team work.
Required Skills and Experience
The selection of the consultant will be on its knowledge and experience in developing report focuses on thematic areas such as: socio-anthropology, environmental law, agricultural sciences. Also, understanding the consultant with respect to matters relating to the management and evaluation of development projects and those links to issues of natural resource management and biodiversity will have a decisive weight. Also, the service provider must have a good knowledge of the legal, institutional, organizational and socio-cultural, economic realities and environmental Haiti. To be more specific and accurate:
Education:
  • University Degree (Masters at least) in the social sciences (sociology, anthropology, psychology and demographics, etc.), in law or in Development Economics with a good knowledge and understanding of issues of population and development and gender. In addition, the knowledge related to the management of projects in thematic links to the management of natural resources and the environment would be greatly appreciated.
Experience:
  • Good experience in project formulation linking gender issues and major concerns (issues and challenges) environmental, socio-economic, cultural, organizational ;
  • Solid experience in the design, development and evaluation of initiatives (projects / programs) for sustainable and participatory environmental management;
  • Experience with design and/or management of GEF projects is an desirable asset;
  • Solid experience of working in a multidisciplinary team (multicultural space);
  • Relevant in the preparation of arguments supporting advocacy with a view to mobilizing resources for organizational capacity and / or institutional experience;
  • Strong experience in technical assistance for development projects with major donor agencies;
  • Practice knowledge of the legal and institutional framework of Haiti in relation to the theme ' Gender, development and management of the environment.'
Language:
  • Fluent English;
  • Spoken French.
Documents to be included when submitting the proposals
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:Proposal:
  • Explaining why they are the most suitable for the work;
  • Provide a brief methodology on how they will approach and conduct the work;
  • Financial proposal;
  • Personal CV at least 3 references.
Financial proposal should specify a total lump sum amount.
All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.Two stage evaluation procedures will be applied:
  • Technical evaluation – 70/100;
  • Financial evaluation – 30/100.
Only candidates obtaining a minimum of 70 points would be considered for the Financial.
The position is open to candidates of both sexes and of Haitian nationality. 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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Information Systems Assistant, Port-au-Prince

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Information Systems Assistant, Port-au-Prince
Closing Date: Friday, 21 February 2014 Job Title
INFORMATION SYSTEMS ASSISTANT, FS4
Department/ Office
United Nations Stabilization Mission in Haiti
Duty Station
PORT-AU-PRINCE
Posting Period
6 February 2014-21 February 2014
Job Opening number
14-IST-MINUSTAH-33000-F-PORT-AU-PRINCE (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in the Communications and Information Technology Section in the United Nations Stabilization Mission in Haiti. The incumbent reports to the Information Systems Officer.
Responsibilities
Within delegated authority, the Information Systems Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Information Systems Assistants.)
Applications Support:
  • Under direction of the supervisor, works as part of a team in the planning, specification, design, development, implementation and support of computer application systems and programs using UN established standards for IS technologies, programming languages and tools
  • Assists with the monitoring and expedition of computer application systems development projects; provides input for the development of standard terms of reference; serves as part of the team related to various project implementations in the mission.
  • Maintains functional specifications for computer application systems, programs and procedures; assists in ongoing reviews with users and developers; liaises with users to define and specify requirements; assists with version management, data recovery and deployment to users' offices
  • Implements and maintains security controls for various applications; ensures that security controls in place are monitored and enforced; assists with the maintenance of accurate access control lists including rights and privileges
  • Supports Data Recovery/Business Continuity software applications and systems
  • Provides input for the preparation of various technical and user documentation for deployed computer application systems, training materials and may conduct technical presentations; assists with the drafting of correspondence and communications, including work plan revisions, as well as unit contributions for a variety of periodic reports
  • Keeps abreast of developments in the field; implements benchmarking procedures and provides input for final decisions on new acquisitions.
  • Performs other related duties as required.
Server/Data Centre Administration:
  • Provides full range of technical assistance in the area of server operations and administration;
  • Installs, configures, tests and deploys server systems hardware and software, to include Local Area Network infrastructure, Operating Systems (Unix, Linux, Mac OS), Electronic mail, Lotus Notes, Citrix, Database systems, Web Development software, Firewall systems, Network Services Server systems (DNS, DHCP, NFS, CIFS/SMB, mail relay, and various security software
  • Provides the administration, operation, technical support, and monitoring of server systems; undertakes complex trouble shooting of server systems
  • Works with other Units within the Service to maintain optimal 24/7 operations for the server systems operations
  • Provides input to identify the need for new systems or re-engineering of the existing systems
  • Responds to requests from user offices and assists in deploying/configuring systems so as to conform to infrastructure standards; implements Disaster Recovery/Business Continuity (DR/BC) and backup services following standard procedures
  • Participates in the security incident response activities; assists in the implementation, operation and maintenance of security controls; performs regular vulnerability assessments of production systems to identify weaknesses as well as to determine the need for updating systems with fixes and patches
  • Assists with the drafting of documentation and reports
  • Performs other related duties as required.
Network Administration:
  • Assists with the implementation of network projects in accordance with Mission requirements and applicable UN policies and standards
  • Assists with the review of network configuration to ensure maximum efficiency and optimal usage of resources
  • Supports the management of network backup and security enforcement policies
  • Assists other personnel and/or contractors assigned to the Network Administration Unit
  • Works as part of the team to ensure the integrity of the various internetwork connexions within the missions Intra- and Extranets
  • Assists with the implementation of new and emerging technologies for voice, video, and data integration
  • Operates and maintains the various implemented Data Security projects with emphasis in network security, monitoring, resourcing, and other UN standard technologies
  • Ensures the proper administration of access control lists including rights and privileges; participates in the security incident response activities
  • Participates in planning, implementing, operating and maintaining security controls; performs regular vulnerability assessments of production systems to identify weaknesses to bring to the attention of supervisors
  • Participates in all network implementations
  • Assists with the drafting of documentation and reports
  • Performs other related duties as required.
IT Service Support:
  • Works as part of a team of service coordination staff
  • Assists with the receipt and logging of service requests in the automated request management system
  • Assists with tasks related to scheduled service requests, including equipment replacement, equipment installation/de-installation, software installation, LAN connection, returns to stock, site surveys, etc.
  • Assists with the provision of basic training to end-users on the use of standard systems and applications
  • Provides input into the eventual drafts for end-user and/or technical documentation
  • Logs all actions in the automated tracking system, including site survey information, steps taken to resolve problem or to complete task, problems encountered, current status, escalation status, and other related metrics
  • Escalates problems/tasks to the appropriate parties in accordance with established procedure; monitors problems to resolution; detects problem patterns and consult with supervisor to recommend solutions
  • Assists with quality assurance procedures to ensure client satisfaction
  • Keeps abreast of developments in information systems and technology in order to make recommendations to supervisors
  • Serves as a team member for various special projects within CITS
  • Performs other related duties as required.
ICT Security/ DRBC:
  • Works as part of the team responsible for Disaster Recovery and Business Continuity plan implemented by the mission
  • Assists with the implementation and testing of DRBC plans, and works within various teams related to DRBC management
  • Installs, operates and maintains multi-user information security systems including firewalls, malware detection/prevention systems, intrusion detection/prevention, network access controls, proxy servers, VPN, encryption, url and content filtering systems in accordance with organizational technology security standards
  • Provides input for other CITS Units to determine security requirements and integration of these requirements in system design and operations
  • Maintains security procedures, including user identification and access control processes to specific CITS resources and data
  • Acts upon all security incidents and violations, including reporting them immediately to the CITS Security Coordinator; participates in incidents management activities
  • Assists with the regular security assessments of production CITS resources to identify potential weaknesses for referral to supervisors; performs risk analysis and provide data for further analysis by supervisors
  • Maintains the scheduled updates for CITS systems with fixes and patches
  • Performs other related duties as required.
  • Other duties and responsibilities common to the specialties above include, but are not limited to:
  • Providing general assistance across the various fields of ICT support services in the mission
  • Being part of cross-functional teams within CITS in order to assist with ICT related projects.
  • Performs other related duties as required.
Work implies frequent interaction with the following:
  • Information Systems Officers, Telecommunications Officers, Technicians and Assistants throughout the United Nations Headquarters, Offices away from Headquarters (OAHs), and Peacekeeping Missions.
  • Senior officers, technical staff, and end-users in user offices, as well as staff of the Permanent Missions.
  • Sales and technical personnel of hardware/software vendors and contractors.
Results Expected:
  • Provides effective information systems and technology support to IT staff and users in installation, operation, maintenance, and service delivery of hardware, software, network services, and information security services at UNHQ as well as OAHs, Peacekeeping Missions, and Permanent Missions.
Competencies
Professionalism:
  • Knowledge of information technology and applications, including computer system networks.
  • Good technical skills, ability to conduct network maintenance, provide server services, user support, implement and maintain Disaster Recovery/Business Continuity systems, and information systems security and control.
  • Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter;
  • 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.
  • Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
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 audience;
  • demonstrates openness in sharing information and keeping people informed.
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 accepts joint responsibility for team shortcomings.
Education
  • High school diploma or equivalent, and certification/diploma of other supplemental academic qualifications or training in Information Technology are required.
  • Industry training and certifications are desirable.
Work Experience
  • At least six (6) years of relevant work experience in the planning and installation of complex Information Systems, equipment, and networks, including at least two (2) years of experience at the international level.
  • Field experience in United Nations Peacekeeping missions is desirable.
Languages
  • French and English are the working languages of the UN Secretariat.
  • For this post, fluency in English (both oral and written) is required;
  • Knowledge of another UN official language is desirable.
Assessment Method
  • Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This 'Recruit from Roster' job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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Operations Manager, Port-au-Prince, Haiti

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Operations Manager, Port-au-Prince, Haiti
Closing Date: Tuesday, 18 February 2014 Vacancy code VA/2014/B5406/4691
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.
Common 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.
Finance Unit:
  • 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;
Procurement:
  • 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.
Human Resources Unit:
  • 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
ICT Unit:
  • 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;
Perform other related duties, as required:
  • 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.
Competencies
  • 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
Education/Experience/Language requirements
  • 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 type, level and durationContract type: Fixed Term Appointment Contract level: P4
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.
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.

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Job: Logistics Officer

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Location: Port au Prince
Closing Date: Tuesday, 26 November 2013
UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.
UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.
By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.
We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.
UNOPS is committed to achieving a truly diverse workforce.
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
UNOPS Haiti Operations Centre hasbeen operating in Haiti since 2004 years providing project management services,procurement and logistics services, and management advisory services for theHaitian Government, other UN agencies and international organizations in theareas of communication, governance, engineering expertise and humanitarianassistance.
Over the years, UNOPS developed a widerange of services able to provide rapid response in complex emergencysituations, from initial humanitarian assistance to complex logistics and procurement, applied baselines surveys, multi-sectoral assessments, as well asemergency preliminary assessments for the design of physical infrastructuresfor longer-term reconstruction or recovery.
In the context of the post-emergency and development phase in Haiti, UNOPS-HTOC operations have increased significantly. The nature of HTOC current andforecasted areas of intervention are large infrastructure projects (hospitals,roads, housing, buildings), health-related procurement such as medical equipment and ambulances, large volumes of IT equipment, vehicles and other goods.
The Health Infrastructure Unit is working in close relationship with the HaitianMinistry of Health to deliver several projects including design, construction and equipment of hospitals, laboratories and other health facilities that represent priority projects for the government.
Currently,UNOPS is constructing a new 200 beds departmental hospital in Gonaives, a midwife school in Port au Prince, several vaccines and drugs, 3 community hospitals (1st level of attention) and the first public rehabilitation center for disabled people along with 2 regional laboratories.
Functional Responsibilities
Under the supervision and guidance of the Contract/Procurement Officer for quality assurance and the overall direction of the Head of Health Infrastructure Unit, the Logistics Officer (LO)shall be responsible for ensuring that all the logistical requirements of the Unit Projects are satisfactorily completed in a timely manner and in accordance with the Financial Regulations and Rules of UNOPS. The LO will have to work closely with every Project Manager or Coordinator of the Unit in order to understand their respective project's priorities, forecasts, and constraints. To this end, the Logistics Officer shall:
  • Develop a monthly work plan based on the logistical requirements of the Unit Projects divided into three parts: (i) identifying the needs of the each Project (i.e. goods, services, works) and raise the appropriate requisitions, (ii) tracking of the incoming shipments/deliveries of the each project, and (iii) scheduling the movement of goods from each Project's premises to the work site and vice-versa; to this end, the Logistics Officer shall supervise the activities of the Project's Logistics Associates to ensure that all activities in the work plan are achieved in a timely and cost effective manner.
  • Assist the Contract/Procurement Officer in ensuring that contracts are managed properly in accordance with the contract's internal control mechanisms such as, but not limited to, issuance of work orders, task orders, trip tickets, etc.; and to this end, ensure the proper accounting of all work orders and the like so that payment is made only for portions of the service that have been satisfactorily delivered;
  • Ensure that project-funded assets are accounted for in accordance with the administrative instruction pertaining to the management of property, plant and equipment (PPE); ensure that the transfer/handover of assets are documented through the use of established forms (e.g. check-in forms, handover forms, loss and damage reports, investigation reports and check-out forms);
  • Ensure timely payment of all invoices by establishing workflow procedures and internal control mechanisms for conducting receiving and inspection, invoice matching and request for payments; ensure likewise that the project has a record of outstanding warranties in case of disputes in the future;
  • Liaise with and supervise the Project's Head Driver to ensure that the dispatch of vehicles are accounted for, maintain and update maintenance record of the Projects' vehicles (except for rented vehicles), and ensure that the vehicles are cleaned and inspected on a daily basis;
  • Liaise/coordinate with UNOPS-HTOC's Logistics Unit with respect to (i) receiving and inspection of goods directly delivered to HTOC office, (ii) asset management of project-funded assets, and (iii) such other contracts of HTOC's Logistics Unit where the Project is either piggy-backing or utilizing the contractor's or vendor's goods/services/works;
  • Prepare request for franchise for the tax- and duty-free entry of goods imported from other countries, and coordinate with HTOC's broker by requesting the Logistics Unit to raise the appropriate work/task order;
  • Coordinate with field operations for the technical evaluation of bids/offers received by each Project in response to requisitions raised by field operations, and ensure that technical evaluation are undertaken in a fair, transparent and objective manner;
  • Maintain an effective filing system for the Unit Projects' logistical requirements including, but not limited to, requisitions, technical evaluations, tender abstracts, POs, contracts, work/task orders, trip tickets, invoices, receiving and inspection reports, request for payments, work plans, personnel check-in/check-out forms, asset handover reports, loss and damage reports, investigation reports, warehouse inventory reports, etc.
  • Coordinate with the HTOC's Logistics Unit for the proper disposal or transfer of assets in accordance with established procedures and administrative instructions;
  • Ensure that Unit Projects' assets and vehicles are properly maintained in accordance with the warranty coverage of the asset, and ensure that it is properly checked by qualified technicians in accordance with the equipment's/vehicle's manual
  • Performs such other duties and responsibilities as may be required or which may be considered as germane or analogous to the functions of a logistics officer depending on the operational requirements of the Unit Project.
  • Assist the Contract/Procurement Officer in developing and maintaining a trip-ticket system to account for all cargo movements as well as the use of Project-owned and Project-rented vehicles, which shall include, as a minimum, the distance traveled by vehicles and the amount of cargo transported from one location to another;
  • Assist the Contract/Procurement Officer in evaluating on a periodic basis (monthly or quarterly as may be appropriate) the utilization and cost-effectiveness of each Project's rented vehicles to ensure that utilization is maximized to the fullest extent possible and that overall cost is reasonably justified;
Education/Experience/Language requirements
  • Master's Degree in Business Administration, Public Administration, Finance and Economics or any other related field; A Bachelor's degree in combination with relevant years of experience may be accepted in lieu of master's degree
  • 2 years minimum experience is required
  • Logistics/Inventory background
  • Fluent in oral and written French and English;
Competencies
  • Proven Strong leadership qualities;
  • Flexibility in understanding any kind of assignment;
  • Computer literate, thorough knowledge of MS Office and other computer software applications in use;
  • Capable of working in a multi-national/cultural environment;
  • Reliable and able to work under pressure, with long hours;
  • Able to travel to the UNOPS areas of operations;
Contract type, level and duration Contract type:Local Individual Contractor (LICA) Contract level: Level 5 Contract duration: 6 months For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.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.
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.

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