UNDP Jobs - 50973- 50973 - Operations Manager (for Indonesian Nationa

50973 - Operations Manager (for Indonesian Nationality only)

Location :

Jakarta, INDONESIA

Type of Contract :

TA Local

Starting Date :

Application Deadline :

21-Dec-14 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

Initially Up to 31 May 2015 (with possible extension)

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

“UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”
UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.”

I. Organizational Context

REDD+ (Reducing Emissions from Deforestation and forest Degradation) has gained traction in the international climate change dialogue and has become an eminent priority for Indonesia because deforestation and forest degradation still represent a major source of Green House Gas (GHG) emissions, in addition to hindering human development and causing environmental problems in the country. Most of Indonesia’s GHG emissions are related to land degradation, inappropriate land uses, and land conversion.

Indonesia has played a leading and continually expanding role in addressing the global climate change challenge. At the G20 Summit in Pittsburgh on September 2009, President Susilo Bambang Yudhoyono committed to a 26% emission reduction target by 2020, and 41% emission reduction with international support, making Indonesia the first large developing country to do so. It is widely acknowledged that REDD+ will play an important role to support Indonesia’s voluntary commitment to reduce its emissions. To deliver significant reductions a set of clear targets, tailored strategies, policies and institutions will be required.

The Norway Indonesia Climate Change Partnership

In response to the President’s firm commitment, on May 26th, 2010, the government of Indonesia and Norway signed a Letter of Intent (LoI), outlining a USD 1 billion programme of “Cooperation on reducing greenhouse gas emissions form deforestation and forest degradation”. This ambitious programme will be implemented in three phases, namely “Preparation”, with five key results to be achieved mostly by the end of 2010; “Transformation”, involving substantial capacity building and a single-province pilot over the period 2011-2013; and “Contributions for verified emission reductions”, from 2014 onwards, for national level implementation of measures to reduce emissions. This is a crucial programme aiming to reduce deforestation and land degradation in Indonesia’s substantial forest cover, together with associated Green House Gas emissions.

Under the guidance of the National Project Manager and reporting to the Head of Environment Unit, the Operations Manager (OM) acts as an advisor on all aspects of strategic management and operations in the project office. The OM will be responsible for ensuring provision of project inputs to the REDD+ project as identified to meet the in operational needs of the project; allocating the necessary resources as well as dealing with the day-to-day operational management on the project.

More specifically, the OM is responsible for financial and human resources management, provision of efficient procurement and logistical services, ICT and other administrative services. He/she ensures consistent services delivery to and the project management team. The incumbent implements policies and methods to maximize the project office performance in operations, demonstrating capacity for innovation and creativity and providing advice to the project management on readjustment of the operations to take into account changes in the operating environment as and when needed.

The OM leads and guides the Operations Team and fosters collaboration within the team consistent with the prevailing rules and a client-oriented approach. The OM works in close collaboration with project teams and Government officials as well as UNDP team to successfully deliver quality operations support services.

Duties and Responsibilities

II. Summary of Key Functions:

Ensuring the strategic direction of the project office operations aligned with and the prevailing corporate Operations policy;
Financial Resources Management, Human Resources Management, provision of Procurement and logistical services and supervision of all Operations and IT staff in the project office
Compliance with staff safety security management.

III. Functions / Key Results Expected

1. As a member of the project office management team, ensures the strategic direction of operations focusing on achievement of the following results:

• Ensures full compliance of operations with the corporate prevailing rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
• Successfully manages project operational support by provision of advice on strategies, policies and plans affecting project’s operations based on efficient business principles.
• Establishes collaborative arrangements with potential partners for resources mobilization purposes and appropriate operational partnership arrangements.
• Under the guidance of the National Project Manager ( NPM ), responsible for project office 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 project office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice. Proper allocation of resources as well as the day-to-day management based on identified priorities.

2. 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;
• Performance of Approving Manager Level 2 (as delegated) in ATLAS for financial transactions approvals (vouchers, Purchase Orders);
• Proper management of the contributions, management of 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 project office cash management processes, including liquidity management, risk assessment, 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 of the results of the investigation when satisfactory answers are not obtained;
• Ensures the financial integrity of the project office through appropriate controls and reporting structures; manages the project related audit exercise; follow up on necessary training and orientation;
• All financial transactions are identified, recorded and verified in compliance with the corporate policies and procedures;

Human Resources Management
• Project office compliance with corporate human resources policies and strategies;
• Ensures optimal staffing of the projects;
• Oversight of recruitment processes in accordance with the prevailing rules and regulations, appropriate use of different contractual modalities, contract management in coordination with HR unit of UNDP office. Ensures maintenance of the proper performance management for project personnel
• Reviews training needs for project office personnel, develops a training plan and makes recommendations to NPM for its implementation taking into consideration resources available;

Procurement and Logistical Services
• Project office compliance with corporate rules and regulations in the field and management of the project office procurement strategies, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Management of the project 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 prevailing rules and regulations, OM performs as Approving Manager Level 2 (as delegated) in ATLAS for Purchase Orders.
• Manage the provision of support services, including travel and logistics, visas and office premises for the project office in coordination with UNDP office.
• Supervision of vehicle fleet management for project office ;
• Management of project assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the project assets;

3. 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;

4. Ensures safe working conditions through adherence to UNDP security management and focusing on the following results:

• Works closely with Country Office UNDP and UNDSS to ensure safety and security of project office staff and premises, in particular, supports the implementation of UNDP MOSS compliance;
• Administers the staff security arrangements and provisions;

IV. Impact of Results

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

Competencies

V. Competencies

Advocacy/Advancing A Policy-Oriented Agenda
Level 1.2: Preparing information for advocacy
- Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate

Results-Based Programme Development and Management
Level 1.2: Contributes into results through primary research and analysis
- Assesses project performance to identify success factors and incorporates best practices into project work
- Researches linkages across programme activities to identify critical points of integration
- Monitors specific stages of projects/programme implementation
- Analyzes country situation to identify opportunities for project development
- Participates in the formulation of project proposals and ensures substantive rigor in the design and application of proven successful approaches and drafts proposals accordingly

Building Strategic 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
- Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Innovation and Marketing New Approaches
Level 1.2: Enhancing processes or products
- Generates new ideas and proposes new, more effective ways of doing things
- Documents and analyses innovative strategies/best practices/new approaches

Resource Mobilization (Field Duty Stations)
Level 1.2: Providing inputs to resource mobilization strategies
- Analyzes information/databases on potential and actual donors
- Develops a database of project profiles. Identifies opportunities for project proposals for presentation to donors

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

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
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- 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
- Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments

Global Leadership and Advocacy for UNDP’s Goals
Level 1.2: Preparing information for global advocacy
- Identifies and communicates relevant information for advocacy for UNDP’s goals for a variety of audiences
- Identifies and takes advantage of opportunities for advocating for UNDP’s mandate

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
- Anticipates client needs and addresses them promptly

Core Competencies:
- Demonstrating/safeguarding ethics and integrity
- 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

Prince2 training and certification, RMG

Required Skills and Experience

V. Recruitment Qualifications

Education:
Master degree in Business Administration, Public Administration, Finance, Economics or related field.

Experience:
3 years of relevant experience at the national or international level in providing management advisory services; managing staff; running successfully operational systems; and establishing inter-relationships among international organization and national governments. Experience in a highly complex and dynamic environment preferred.

Very good knowledge and experience in the usage of computers and MS Office software packages especially Excel. Experience in handling of web based management systems and ERP systems are preferred.

Experience of accrual accounting, IPSAS or IFRS is desirable.

Language requirements:
Fluency in written and spoken English is a must.

Note:

Applicant must Complete P11 form and submit as part of their application. Click here to down load the form P-11

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. Female candidates are strongly encouraged to apply . All applications will be treated with the strictest confidence.

UNDP Indonesia reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Indonesia at the same grade level and with similar job description, experience and education requirements