OPERATIONS ADVISOR, OFFICE OF HUMAN RESOURCES
||New York, UNITED STATES OF AMERICA
|Application Deadline :||19-Jun-12|
|Type of Contract :||FTA International|
|Post Level :||P-5|
|Languages Required :||
|Duration of Initial Contract :||One year|
UNDP's People Centred Strategy (PCS) requires all areas of OHR/BOM to work seamlessly in delivering a unified, coordinated platform to effective HR services. This integrated service platform is grounded in a high quality operational support function lead by the Operations Advisor (OA). Beyond exercising budgetary control and administrative oversight, the OA promotes and actively builds operations capacity across units facilitating managers to plan their work, manage their budgets, execute their contracts and deliver. By anticipating needs, proactively sharing information and knowledge, proposing creative business solutions and providing reliable advice ensuring compliance with relevant rules and policies, the OA is a trusted advisor and partner, innovative problem solver and source of excellence in administration knowledge that empowers managers to manage.
As part of the Directorate of Office of Human Resources (OHR), Bureau of Management (BOM), the OA acts as the primary advisor to OHR Senior Managers on OHR operations. The OA provides leadership, technical guidance and strategic support to the development of and implementation of coordinated work plans across OHR, biennial budget submissions, management of resources and special projects.
The OA is responsible for strategic financial and human resources management, work planning process, procurement, travel and logistical services, assets management, updated cost recovery, general administration, business continuity and ICT consistent with UNDP rules and regulations, ICF and IPSAS. Operations Advisor ensures consistent operational services delivery to OHR departments managing budget of over $100 million per annum. The incumbent exercises strategic oversight over OHR’s resource management and updated cost recovery functions, sets management processes and methods to maximize the OHR performance in operations demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the operations to take into account changes in the workplace environment.
Operations Advisor leads and guides the OHR Operations Team and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. Operations Advisor oversees operational activities of OHR departments including LRC and SAS to support relevant units with high quality integrated OHR planning, budgeting, performance/HR management and OHR wide operational practices. The OA promotes and provides quality assurance and consistent management compliance; acts as Atlas Senior Manager and primary liaison with OPB, OFA, PSO, LSO, OSG and other HQ Units to successfully deliver operations services.
Duties and Responsibilities
Summary of key functions:
- Strategy, Policy and Advisory Services;
- Building administration and management capacity in OHR units in support of decentralized business functions (procurement, contracting of non-staff, budgeting);
- Management oversight functions, scenario based forecasting ensuring risk management;
- Effective and efficient budget and financial resources management, cost recovery, human resources management, procurement, logistics, asset management, business continuity, travel, administrative services and ICT support services; support to UNDP audits of OHR operations;
- Internal and external relations in support of OHR’s activities, advocacy and branding functions;
- Management and supervision of staff promoting knowledge management and learning;
- Management of corporate Long Service Award scheme.
Strategy, Policy and Advisory Services
- Advises OHR Senior Management on emerging corporate strategic and management opportunities and/or challenges and proposes options for relevant action;
- Provides substantive advice and inputs on corporate subject matters in the area of operations;
- Coordinates and prepares policy notes on strategic and management issues, reflecting the OHR’s position and as input to corporate policy discussions on management issues;
- Analyses and anticipates potential for risks in directives and procedures and proposes action to protect the OHR and related resources from such risks;
- Coordinates closely with all OHR departments on corporate policy discussions on operations subjects.
- Provision of advice on strategies, policies and plans affecting OHR operations, delivery of practice advisory, knowledge management and learning services.
- OHR Global Staff Survey results follow-up; monitoring of PSS survey outcomes
Management oversight functions
- Exercises strategic oversight over OHR’s resource management, results based budgeting; exercises review and approval of OHR financial management processes and systems aligned with work priorities;
- Is accountable for integrity, transparency, and equity in the management of OHR resources;
- Within the framework of UNDP’s and Bureau Management business goals, technically advises on the formulation, and coordinates OHR work planning process, setting of OHR specific Balanced Scorecard, developing OHR Risk Log and ROAR (Results Oriented Annual Report) to position human resources as a strategic business partner and to ensure OHR work plans aligned with UNDP business plans; where unit plans demonstrate strategic and synergetic outcomes for organizational performance and where annual OHR work plans created with participatory inputs from all departments of OHR with realistic outcomes, timeframes and indicators.
- Manages online IWP, ROAR and Balanced Scorecard for OHR.
- Compliance of OHR operations with UNDP rules, regulations and policies, IFC and IPSAS; implementation of corporate operational strategies; establishment of management targets and monitoring achievement of results indicating strategic responses to key internal and external trends.
- OHR business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical and Results Based Budget Management supported by updated Atlas/Argus profiles of OHR staff and system users.
- 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 OHR, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
- Maintenance of proper delegation of authority for conduct of financial, procurement and HR functions in OHR.
Ensures effective and accurate financial resources management in OHR and serves as OHR focal point on cost recovery focusing on achievement of the following results:
- Ensures strategic resources management, including planning and allocation of management funds to OHR departments; develops BSB submissions;
- Coordinates work of operations staff in LRC and SAS to ensure monitoring of use of financial resources and delivery; oversees transactions to optimize income for the OHR;
- Oversees financial exception reports for unusual activities, transactions and investigates anomalies or unusual transactions;
- Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations, serving as Manager Level 3 in Atlas for transactions approvals; monitoring of the integrated financial framework of OHR and financial reporting to the Senior Management of OHR and clients;
- Management of cost-recovery system for the services provided by OHR to UNDP and UN Agencies and other clients monitoring income of reimbursable services account (over $10 million per annum). Accurate planning, forecasting and reporting of common pool of reimbursable services accounts supporting timely revision and update of Service Level Agreements (SLAs) by service providing departments; support to update of MOU with donor governments and Agencies for JPOSC/SAS.
Ensures strategic human resources management for OHR focusing on achievement of the following results:
- OHR compliance with corporate human resources policies and procedures;
- Optimal staffing of OHR attributed to source of funding; update of job descriptions of OHR staff; serving as the custodian of OHR staffing table (over 180 FTA posts);
- Management of OHR Temporary Appointments, position management for OHR staff.
- Oversight and management of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development;
- Development of new job descriptions and classification of OHR posts.
Ensures efficient procurement, logistical, travel and events management services focusing on achievement of the following results:
- Management of the OHR procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion, performance measurement.
- Management of the OHR procurement processes, 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, acting as Manager Level 3 in Atlas for Purchase orders approvals and signing of Long-Term Agreements with vendors; representing OHR in CAP/ACP reviews and chairing technical evaluation panels within RFP and RFQ processes to outsource corporate HR functions including assessment center for RC/RRs, medical insurance for locally recruited staff and dependents (over 40,000 subscribers); death and disability insurance coverage for SC holders, headhunting, academic reference check etc;
- Arrangement of events in OHR, including OHR retreats for over 100 staff, Town Halls;
- Proper management of OHR assets in cooperation with OAS/OIST.
Ensures forward-looking information and communication, assets management focusing on achievement of the following results:
- Maintains a secure, reliable infrastructure environment for HR systems utilized in OHR;
- Establishment of proper Argus user profiles consistent with Internal Control Framework and IPSAS ensuring business continuity;
- 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.
Serves as OHR focal point for business continuity, FDP (Financial Disclosure), ensures proper office space management, administrative arrangements and support to audit focusing on achievement of the following results:
- Management of office space in line with UNDP procedures set in HQ for that purpose and oversight of arrangement necessary for smooth functions of staff, such as office supplies, corporate purchase card transactions etc. Management of filing, archiving system of OHR confidential documents.
- Responsible for ensuring OHR is prepared for periodic management, operations and financial audits. Proposes post-audit strategies and monitor implementation of audit recommendations.
Internal and external relations in support of OHR’s activities, advocacy functions
- Represents Senior Management, as required, in inter-agency forums as well as internal UNDP meetings, policy forums, and with donor communities with authority to establish agreements within pre-determined guidelines, including JPOSC agreements, cost recovery Service Level Agreements ensuring OHR vision and plans tabled for consideration.
- Establishment of collaborative arrangements with potential partners on cost recovery and resource mobilization and appropriate operational partnership arrangements.
- Liaises with Executive Office, OSG, BOM and OAI and other relevant HQ units on all management issues; serves as a primary liaison with OPB, OFA, PSO, LSO, OSG and other HQ Units to successfully deliver operations services.
Management and supervision of staff focusing on achievement of the following results:
- Organization of the work of the OHR operations staff and establishes annual work plans;
- Provision of overall supervision to operations staff to ensure effective delivery of “one stop shop” services to OHR departments;
- Management of staff performance and provision of effective feedback and performance review according to UNDP policies and guidelines;
- Promote a dynamic organizational learning culture through empowering individuals and teams to identify critical learning needs, access relevant learning opportunities and ensure financial, operations/administrative and human resources effective transfer of learning into practice;
- Effective management of the RCA cycle for staff supervised;
- Promotes knowledge sharing and learning, focusing on achievement of the following results: support to the development of knowledge products (guidelines, tools, practice notes) to strengthen OHR’s capacity to manage the financial and human resources; planning and conduct of training to OHR staff in New York and Copenhagen in management.
Management of corporate Long Service Award function for UNDP, UNCDF and UNV national and international staff
- Manages corporate LSA function; ensures implementation of annual LSA exercise, timely launch, update of LSA policy, maintenance of internal database, management of user feedback and support to country offices and HQ based units within implementation of LSA policy.
The key results have an impact on the overall economy, efficiency, and effectiveness of OHR operations as it relates to the use of corrporate resources in the following areas: work planning, financial services, human resources, procurement and logistical services, ICT, administrative services, cost recovery and the implementation of the UN agenda on joint procurement.
Ethics and Values
Promoting ethics and integrity/creating organizational precedents
- Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.
- Ensures that conflict of interest and ethical dilemmas are resolved in favour of the organization’s interest.
Demonstrate corporate knowledge and sound judgement
- Uses knowledge of inter relationships between different functions to develop solutions which are well coordinated and easily implemented.
Building support and political acumen
- Demonstrates sensitivity to the different perspectives and functioning of various organizational units and works to resolve differences.
Developing and Empowering People
- Welcomes constructive criticism and feedback.
Building staff competence, creating an environment of creativity and innovation
- Takes appropriate risk in developing new or adapting existing methods and approaches to more effectively perform tasks and solve problems.
- Ensures that all staff are provided with appropriate development opportunities and learning programs to assist them in responding to new professional and organizational trends.
Working in Teams
Acting as a team player and facilitating team work
- Works collaboratively with colleagues inside OHR and across UNDP to pursue common goals.
Building and promoting effective teams
- Encourages and creates mechanisms to share expertise and team approaches between units as well as with other partners.
Communicating Information and Ideas
Facilitating and encouraging open communication in the team, communicating effectively
- Facilitates open exchange of information and ideas encouraging team members to share their views, thoughts, and feelings
- Uses tact and sensitivity when delivering sensitive information or resolving delicate issues
Creating and promoting enabling environment for open communication
- Keeps partners and staff informed of decisions and directives of senior management and communicates them in a manner that ensures understanding
Self Management / Emotional Intelligence
Creating an emotionally intelligent organization
- Provides a sense of direction and purpose, and maintains operational effectiveness of the organization, even during times of organizational crisis or change.
Conflict Management / Negotiating and Resolving Disagreements
Leveraging conflict in the interests of UNDP and setting standards
- In cases of competition for organizational resources, systematically adopts a win-win approach to meeting needs.
Sharing knowledge across the organization and building a culture of knowledge sharing and learning
- Assumes leadership in building a team culture which values knowledge sharing and learning
Appropriate and Transparent Decision Making
Informed and transparent decision-making
- Accepts responsibility and accountability for the quality of the outcome of his/her decisions.
Fair and transparent decision making; calculated risk-taking
- Makes difficult and sensitive decisions clearly and appropriately, even when information is limited and solutions produce unpleasant consequences.
Building Strategic Partnerships
Building strategic alliances
- Makes effective use of UNDP’s resources and comparative advantage to strengthen partnerships
- Creates networks and promotes initiatives with partners
Promoting Organizational Learning and Knowledge Sharing
Participating in the development of policies and innovative approaces and promoting their application throughout the organization
- Actively seeks and promotes innovative methodologies and leads the development of supporting policies/tools to encourage learning and knowledge sharing
- Promotes UNDP as a learning/knowledge sharing organization
Job Knowledge / Technical Expertise
Expert knowledge on own discipline
- Possess expert knowledge of advanced concepts of policy advisory services, financial management, RBM, and a broad knowledge of related disciplines, such as programme management, procurement, operations, as well as an in-depth knowledge of relevant organizational policies and procedures
- Applies a broad knowledge of best management practices; defines objectives and work flows, positions reporting relationships in such a way as to obtain optimum effectiveness for the unit
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments
- Demonstrates expert knowledge of the current programme guidelines and project management tools and manages the use of these regularly in work assignments
Promoting Organizational Change and Development
Influencing organizational change and development
- Identifies problems central to the organization’s success, assesses their impact
- Provides change and development advice, including the design and implementation of change strategies/processes to enable staff/the organization to deal with change effectively
- Drives process definition, simplification, and integration efforts throughout the organization
Design and Implementation of Management Systems
Formulating strategy for system implementation
- Designs management systems based on established best practice and identified needs within UNDP
- Provides advice on the financial structuring and designs necessary budgets for complex projects and prepare financing documentation
- Review systems performance to support rigorous development of systems standards and modes of operation
Meeting long-term clent needs
- Anticipates constraints in the delivery of services and identifies solutions or alternatives
- Proactively identifies, develops and discusses solutions for internal and external clients, and persuades management to undertake new projects or services
- Advises and develops strategic and operational solutions with clients that add value to UNDP programmes and operations
Promoting Accountability and Results-based Management
Development and Application of Organisational Standards
- Ensures compliance with the organizational standards for audit, monitoring and evaluation and results-based management and promotes and monitors their application
- Analyses audit, evaluation and policy application review results, extracts key elements and prepares proposals to address areas of weakness in the organization’s performance
Required Skills and Experience
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field. HR and IPSAS (advanced level) certifications would be an advantage.
- 10 years of relevant experience at country and global level in providing management advisory services, managing staff and operational systems and establishing inter-relationships among international organizations and national governments. Relevant UNDP experience and ERP expertise would be an advantage.
- Fluency in English. Working knowledge of other UN language would be an advantage.
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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.