UNDP Jobs - 61123- Common Services Manager, Green One UN House (GOUNH

Common Services Manager, Green One UN House (GOUNH)

Location :

HANOI, VIET NAM

Type of Contract :

FTA International

Starting Date :

01-Dec-2015

Application Deadline :

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

Post Level :

P-4

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

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

The “Delivering as One” (DaO) initiative in Viet Nam started in early 2006 with the objective to achieve a more strategic and more effective contribution to the attainment of national development priorities, under national leadership. The DaO initiative in Viet Nam focuses on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One voice and Green One UN House (GOUNH).

As of June 2015, the Green One UN House is operational as the representative office of 12 United Nations entities in Hanoi and houses some 350 staff. For common service delivery and management of the GOUNH, a GOUNH Common Services Unit (CSU) has been established. GOUNH CSU, unlike the traditional agency-lead model, is a shared responsibility of all the participating entities under the leadership of the Resident Coordinator. The GOUNH CS Manager manages the CSU and reports to the GOUNH Management Board (GMB) consisting of participating UN entities and chaired by the Resident Coordinator. CSM manages the CSU according to a management plan and accountability framework with key performance indicators and budget agreed by the GMB. Administratively the Manager is accountable to UNDP as the contracting agency on behalf of the UN Agencies.

The CSM is responsible for managing the UN common premises and delivering reliable and cost-effective common services in the areas of ICT; Building and Facilities Management; Green One UN House Security; and General Administrative Services through the CSU consisting of 17 staff and 50+ third party personnel contracted additionally to deliver services. The annual CS budget is approximately $1.5 million.

GOUNH has a single shared IT infrastructure (Cisco based) managed by the CSU IT team that integrates the different IT systems of GOUNH participating agencies under an umbrella system. A Facilities Management team is responsible for the day to day operation and maintenance of the building facilities per prescribed technical standard through advanced technical systems including BMS, HVAC, solar panels and security systems. The Service Desk/Admin team offers a one-stop-shop that receives general service requests from clients. It also manages the registry, building reception and relationships with vendors. The CSM is also responsible for ensuring that the GOUNH is MOSS compliant, and that UNDSS advice and GMB directives on security are implemented.

While the initial set-up of Common Services needed for participating UN entities to move into the GOUNH have been completed, GOUNH CS is still in a period of trial and making adjustments based on feedback to optimize services. There is still the need to further improve current servicewhile exploring new areas where synergies can result in reduced cost for the agencies. The incumbent is responsible for constantly seeking opportunities for efficiency gains, quality improvement and cost-saving in Common services in GOUNH, and development of a revenue generation strategy to ensure affordability, viability and sustainability of the GOUNH.

In carrying out her/his duties, the incumbent will work in close collaboration and coordination with the UN Country Team, participating UN Agencies’ operations focal points, the OMT, and other working groups as applicable.

Duties and Responsibilities

Summary of Key Functions:

Ensures reliable and effective Common Services for the GOUNH in accordance with management framework and client satisfaction criteria;
Effective leadership and supervision of the GOUNH Common Services Unit;
Development of strategies and proposals for further efficiency gains and cost reduction of common services in GOUNH through innovation in business operations;
Lead knowledge management and contribute to communication (internally and externally) around the practice of integrated service provision;
Other Duties relating to supporting the UNCT and OMT with joint UN Business Operation Strategy and the One Office DaO pillar, as required.

Ensures reliable and cost-effective Common Services for the GOUNH focusing on achievement of the following results:

Development of a management plan, SOPs, KPIs and SLAs for Common that ensures affordable, top quality, green, client oriented and predictable services in the areas of ICT, facilities management, general administrative services;
Ensure that the work is performed in accordance with all relevant rules and regulations and other established guidelines for the respective areas;
Ensure transparency and reporting on revenues, budgets, cost recovery, cost sharing, performance against service level standards, and other measures as may be agreed;
Maintains an up-to-date GOUNH Business Continuity Plan (BCP) including annual BCP testing working closely and in coordination with BCP focal points of GOUNH UN agencies;
Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries;
Maintain Lotus Certification of the GOUNH through managing green operations of the facilities, regular monitoring the metrics, adjusting operations, reporting and bringing critical issues to the attention of GMB;
Manage joint assets of GOUNH in close coordination with the administrative agency;
Effective implementation of UNDSS guidelines for MOSS compliance of the GOUNH;
Formulate annual GOUNH Common Services budget, act as Certifying Officer (Requesting Authority) for all accounts of the Common Services, and manage financial resources in line with rules and regulations of the administrative agency;
Ensure timely delivery of goods and services through working in close coordination with the administrative agency on procurement, oversee effective management of contracts and continuous evaluation of service providers;
Ensure readiness for joint UN and agency mandated specific audits;
Maintain effective relationships at multiple levels (e.g. GOUNH Agencies, GMB, OMT, service users, suppliers, Staff Associations, Headquarters, Inter-Agency units such as DOCO, etc), including working relationships with Government at multiple levels (e.g. local authorities, department of transportation, etc);
Ensure inclusiveness of all GOUNH participating agencies in critical matters relating to management of CS;
Constant monitoring and analysis of the operating environment, risk assessment and quick readjustments to the operations, while bringing critical information to the attention of GMB;
Prepare regular management reports on performance based on KPIs and expenditures of common services and CS Unit for review by OMT and GMB.

Effective leadership and supervision of the GOUNH Common Services Unit focusing on achievement of the following results:

Establish adequate supervisory relationships, learning support and allocation of resources to ensure adequate capacity in key functions;
Timely preparation of unit workplans, annual performance plans and reivews for both UN staff and contracted personnel;
Ensure compliance with staff rules, Code of Conduct and GOUNH Standard Operating Procedure (SOPs) to achieve performance;
Leadership and teambuilding to support excellence, accountability, motivation, and a high-performance working environment.

Development of strategies and proposals for further efficiency gains and cost reduction of common services of GOUNH through innovation in business operations focusing on achievement of the following results:

Identification of structural opportunities for further cost-cutting to ensure affordability and sustainability through undertaking financial and operational analysis of current functions under the guidance of GMB;
Business development analysis with a view to expand the scope of services and coverage beyond GOUNH and/or increase revenue in the GOUNH through cost-recovery;
Support OMT in development of the joint Business Operationg Strategy for further harmonisation of operations across UN agencies;
Foster a culture of innovation and continuing critical review of cost vs performance parameters;
Develop stratetic partnerships with potential external clients for common services and potential service providers.

Lead knowledge management for contribute to communication (internally and externally) around the practice of integrated service provision

Knowledge building and sharing with regards to management and operations of the GOUNH, synthesis of lessons learnt/best practices, and sound contributions to UNDG knowledge networks and communities of practices;.
Support UN Communication on development of external communication products on GOUNH;
Engage with regional and HQ UNDG offices on CS issues pertaining to Viet Nam offer of services, best practices and potential for growth and adaption.

Other Duties as assigned by the GOUNH Management Board or the supervisor in support of UNCT or OMT requests relating to joint UN Business Operations Strategy and/or the One Office DaO pillar.

Impact of Results

The key results have an impact on streamlining the management of GOUNH common services in Viet Nam in terms of the overall economy, efficiency, and effectiveness of the ONE UN operations as it relates to the use of corporate resources in the following areas:

Financial services;
Human Resources;
ICT;
Security;
Implementation of the UN agenda on common services and joint procurement.

Competencies

Functional Competencies:

Advocacy/Advancing a Policy-Oriented Agenda

Contributes to the elaboration of advocacy strategies by identifying and prioritizing audiences and communication means;
Performs analysis of political situations and scenarios, and contributes to the formulation of institutional responses.

Building Strategic Partnerships

Effectively networks with partners seizing opportunities to build strategic alliances relevant to UN’s mandate and strategic agenda;
Sensitizes UN Partners, donors and other international organizations to the UN’s strategic agenda, identifying areas for joint efforts;
Develops positive ties with civil society to build/strengthen the UN’s mandate;
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

Makes the case for innovative ideas documenting successes and building them into the design of new approaches;
Identifies new approaches and strategies that promote the use of tools and mechanisms;
Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise

Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
Serves as internal consultant in the area of expertise and shares knowledge with staff;
Continues to seeks 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;
Demonstrates comprehensive understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments.

Creating Visibility for the UN/Supporting UN’s Capacity to Advocate

Identifies and develops activities to enhance the visibility of the UN;
Develops promotional activities based on monitoring/evaluation information identifying areas requiring higher visibility;
Reviews documents and materials intended for use within and outside the organization in order to ensure consistency and validity of messages;
Creates and cultivates networks of partners to promote the UN’s image;
Conducts assessments of activities to improve impact and effectiveness.

Global Leadership and Advocacy for the UN’s Goals

Performed analysis of political situations and scenarios, and contributes to the formulation of institutional responses;
Uses the opportunity to bring forward and disseminate materials for global advocacy work and adapts it for use at country level.

Conceptual Innovation in the Provision of Technical Expertise

Leverages different experiences and expertise of team members to achieve better and more innovative outcomes;
Leverages multi disciplinary, institutional knowledge and experience of other countries and regions to promote the UN’s development agenda;
Participates in dialogue about conceptual innovation at the country and regional levels.

Client Orientation

Anticipates client needs;
Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
Demonstrates understanding of client’s perspective.

Core Competencies:

Promoting ethics and integrity, creating organizational precedents;
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 UN & setting standards;
Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

At least Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or other relevant field.

Experience:

At least 7 years of progressively responsible experience at the international level with human resources management and/or administrative policies, and/or experience in premises management, establishment of related services and contract management;
Leadership experience and in handling complex issues and multiple stakeholders;
Experience managing a service operation and supervising staff.

Desirable:

Experience with the UN in the areas of operations, procurement or the management of UN common premises;
Experience with business process reengineering, business innovation strategies, or entrepreneurial activities;
Experience in client and communication management;
Demonstrated ability to prepare high-quality management information and reports.

Language:

Fluency in English;
Strong English writing skills.