UNDP Jobs - 60993- Operations Manager

Operations Manager

Location :

Buka, PAPUA NEW GUINEA

Type of Contract :

FTA International

Starting Date :

04-Jan-2016

Application Deadline :

13-Nov-15 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

1 year with possible extension

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Between 1988 and 1999, Bougainville, then North Solomon’s Province and now Autonomous Region of Bougainville in Papua New Guinea (PNG), suffered a violent conflict that resulted in the death of about 20,000 people and displaced thousands. The conflict originated from tensions with regards to the management of the Panguna mine that eventually evolved into a struggle for autonomy and independence. In the late 1990s a series of negotiations resulted in the signing of the Bougainville Peace Agreement (BPA) (2001). According to the BPA, and following the establishment of an Autonomous Bougainville Government (ABG) in 2005, a referendum on the political status of the Autonomous Region of Bougainville (ARB) is scheduled to take place between 2015 and 2020, following the achievement of two conditions: the completion of weapons disposal and good governance.

With only a few years left to ensure that the enabling environment for a referendum is established, the ABG and the PNG Government are increasing their efforts to undertake the preparatory steps. However, the relationship between the ABG and the PNG Government is challenging, and the level of joint dialogue and collaboration is weak. This has significantly affected progress in the implementation of the peace agreement and preparations for the referendum. Within this context and the importance to prevent the potential resurgence of tensions within Bougainville and between the ABG and the PNG Government, it is a UN priority to strengthen its support to this process. As a result, support from the UN Peacebuilding Fund has been mobilized until at least 2017, to support political dialogue, awareness raising and communication, as well as social cohesion and community security. Additional support was on supporting and drawing lessons from the 2015 Presidential Elections in Bougainville.

The Bougainville Project Office (BPO) in Buka with a sub project office in Buka needs to be ‘fit for purpose’ to deliver on these politically, socially and even culturally sensitive issues. Under the leadership and coordination of UNDP Country Office, the BPO is support the activities and programmes of the UN Peacebuilding Fund as well as support to other UNDP activities and its sister agencies with a presence in Bougainville. It also serves as a hub for missions of other UN agencies coming in from the nation’s capital Port Moresby.

Under the guidance and supervision of the Programme Coordinator (primary reporting line) in matrix management with the Country Office Operations Manager (secondary reporting line), the Operations Manager acts as an advisor to the Head of the Sub-Office on all aspects of management and operations in the BPO. The Operations Manager closely with the Operations Analyst and is responsible for financial and human resources management, efficient procurement and logistical services, provision of ICT and other administrative services. The Operations Manager ensures consistent services delivery to BPO and UNDP programmes and projects. The incumbent implements policies and methods to maximize the BPO performance in operations demonstrating capacity for innovation and creativity and providing advice to Management on readjustment of the operations to take into account changes in the operating environment as and when needed.

The Operations Manager leads and guides the BPO Operations Team and fosters collaboration within the team with the County Office and with other UN Agencies consistent with rules and a client-oriented approach. The Operations Analyst works in close collaboration with programme and project teams in the Country Office, BPO, operations staff in other UN Agencies, and Government officials to successfully deliver operations and services. The Operations Manager will also support the operations team in the Country Office as required.

Duties and Responsibilities

Summary of Key Functions:

Ensuring the strategic direction of BPO 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;
Management of UN common premises of the Sub-Office, and establishment and maintenance of partnerships with other UN Agencies at the field level;
Compliance with UNDP security management in the field.

Functions / Key Results Expected:

As a member of the BPO 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 BPO operational support by provision of advice on strategies, policies and plans affecting BPO 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 responsible for BPO 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 BPO, 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;
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 BPO 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 BPO through appropriate controls and reporting structures; manages the BPO audit exercise; follow up on necessary training and orientation;
Ensures cost-recovery system for the services provided by the BPO 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:

BPO 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, the Operations Manager will be performing the functions of HR Manager in ATLAS;
Ensures maintenance of the proper performance management and staff development systems;
Reviews training needs for BPO staff, develops a training plan and makes recommendations to Management for its implementation taking into consideration resources available.

Procurement and Logistical Services:

BPO compliance with corporate rules and regulations in the field and management of the SO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
Management of the BPO 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, based on approval of Country Office Internal Control Framework, the Operations Manager will act as Manager Level 1 (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 BPO’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.

Management of UN common premises of the BPO, and establishment and maintenance of partnerships with other UN Agencies at the field level:

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.

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.

Promoting Organizational Learning and Knowledge Sharing
Developing tools and mechanisms

Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies

Job Knowledge/Technical Expertise
In-depth knowledge of own discipline

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.

Promoting Organizational Change and Development
Assisting the individuals to cope with change

Performs appropriate work analysis and assists in redesign to establish clear standards for implementation

Design and Implementation of Management Systems
Designing and implementing management system

Makes recommendations regarding operation of systems within organizational units;
Identifies and recommends remedial measures to address problems in systems design or implementation.

Client Orientation
Contributing to positive outcomes for the client:

Anticipates client needs;
Demonstrates understanding of client’s perspective;
Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management
Input to the development of standards and policies

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 (years of experience depending on the grade) 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, as well as UN Common Services Management is highly desirable.

Language requirements:

Fluency in English.