Background

The UNDP Partnership for the Future Programme (UNDP–PFF), funded by the European Union, aims at contributing to the peace building process in Cyprus through different levels of intervention ranging from Urban Infrastructure and Rehabilitation to assistance to small and medium sized enterprises.

Under the guidance and supervision of the UNDP–PFF Programme Manager, the Operations Manager provides supports the execution and implementation of the of the UNDP–PFF projects operations.. This includes supervisor of financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The main role is to implement the corporate guidelines, ensuring smooth functioning of the projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Operations Manager is based in the UNDP-PFF Office. The incumbent reports to the UNDP–PFF Programme Manager and guides the office Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the office, operations staff in other UN Agencies, UNDP Bratislava Regional Center (BRC) staff and UNDP HQs staff to successfully deliver operations services.

Duties and Responsibilities

Summary of Key Functions:

  • Ensuring compliance with UNDP rules and regulations in the area of operations
  • Financial resources management and supervision of the Finance staff
  • Ensuring effective human resources management
  • Efficient procurement and logistical services and supervision of the Procurement and Administrative staff 
  • Information and communication management
  • Other functions and duties as assigned by the supervisor
  1. Ensures the compliance with UNDP rules and regulations in the area of operations focusing on achievement of the following results:
  • Full compliance of operations with UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
  • Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
  • Synthesis of lessons learnt/best practices in areas of  management and operations in the office, organization of the operations staff trainings, sound contributions to UNDP knowledge networks and communities of practice.
  • Office business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services
  1. Ensures effective and accurate financial resources management and supervision of the Finance staff focusing on achievement of the following results:
  •  In close collaboration with BRC, tracking and audit of project financial resources, verification of detailed expenditures reports, cash balance reports, CDRs, etc. in accordance with UNDP rules and regulations.
  • Supervises transactions, follow up on transactions approvals and bank transfers, follow up on issued cheques, project VAT refund issues.
  • Backstop petty cash custodian functions and security for cash assets on site.
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisor on the results of the reviews.
  • Supervise financial and administrative reports to donors and UNDP HQ.
  • Ensure close cooperation with the other UNDP operations teams in Cyprus with regard to financial transactions of the project.
  • 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.
  • Proper planning, including Annual Work Plans preparation, and if needed revision to match project document. Prepare detailed operational work plan to reflect all the activities and planned costs under the project. Annual work plan is to be prepared by the incumbent in consultation and agreement with the UNDP managers
  • Organization of cost-recovery mechanisms for office services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
Organization and oversight of office 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.
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained.
  • Member of bank signatory panel
  • All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures
2.    Ensures effective human resources management focusing on achievement of the following results:
  • Ensures proper co-ordination with BRC for compliance with corporate Human Resources policies and strategies
  • Facilitates the recruitment processes of the project personnel in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management
  • Establishment and maintenance of the proper personnel performance and attendance management in the project;
  • Preparation of required documents to initiate recruitments, processing of the competitive selection processes and administration of Service Contracts as per UNDP rules.
  • OM performing the function of HR Manager in Atlas.
3.    Ensures provision of efficient procurement and logistical services and supervision of the Procurement team  focusing on achievement of the following results:

  • UNDP compliance with corporate rules and regulations in the field and elaboration of the  UNDP-PFF procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
  • Analyzis of the office 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.
  • Supervise procurement and sub-contracting processes, including drafting of tender documents, TORs, contracts, CAP submissions in accordance with UNDP rules and regulations.
  •  Analyzis of the UNDP-PFF annual procurement action plans, contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications.
  • Supervise competitive process and further contracting of individuals under Individual Contract and  timely payments as per  contract provisions;  
  • Identification of possible use of long-term agreements, including in cooperation with other UNDP DEX projects based in Cyprus, initiation of a competitive process and LTAs management.
  • Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the assets. 
4.    Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:
  • 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.
  • Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
  • Compliance of ICT infrastructure with Office of Information Systems and Technology (OIST) standards.
  • Implementation of ICT strategies and introduction/implementation of new technologies.
  • Supervise / monitor UNDP-PFF web presence.
5.    Other functions and duties as assigned by the supervisor.

Impact of results:
The key results have an impact on the overall economy, efficiency, and effectiveness of office operations as it relates to the use of corporate resources in the following areas:
•    Financial Services
•    Human Resources
•    Procurement
•    Administrative, Security and Logistical Services
•    ICT

Competencies

Functional Competencies:

Building Partnerships

Level 1.2:  Maintaining a network of contacts
  • Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
Level 1.2: Basic research and analysis
  • Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
  • Documents and analyses innovative strategies and new approaches
  • Promoting Organizational Learning and Knowledge Sharing
Level 1.2: Basic research and analysis
  • Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
  • Documents and analyses innovative strategies and new approaches
  • Identifies and communicates opportunities to promote learning and knowledge sharing
  • Develops awareness of the various internal/external learning and knowledge-sharing resources
Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline
  • Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
  • Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery.
  • Possesses  knowledge of organizational policies and procedures and applies them consistently in work tasks
  • Analyzes the requirements and synthesizes proposals
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development

Level 1.2: Basic research and analysis
  • Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
Design And Implementation of Management Systems

Level 1.2: Research and analysis and making recommendations on management systems
  • Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design
Client Orientation

Level 1.2: Establishing effective client relationships
  • Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Anticipates client needs and addresses them promptly
Promoting Accountability and Results-Based Management

Level 1.2: Basic monitoring
  • Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
Core Competencies:
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking 
  • Acting as a team player and facilitating team work 
  • Facilitating and encouraging open communication in the team, communicating effectively 
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making
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:

  • Up to two  years of relevant experience 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 is highly desirable. 

Language requirement:

  • Fluency in English and national language of the duty station.