UNDP Jobs - 8170- Operations and Procurement Adviser to UNCT

Operations and Procurement Adviser to UNCT

Location :

Tirana, ALBANIA

Type of Contract :

ALD International

Starting Date :

01-Mar-2009

Application Deadline :

30-Jan-09 (Midnight New York, USA)

Post Level :

ALD-4

Duration of Initial Contract :

1 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 overall purpose of UN reform is to harmonize and align in order to more efficiently and effectively deliver results in support of national priorities. Working and delivering as one, the UN can have a far greater impact on the development challenges that the country faces, avoiding the fragmentation and duplication of efforts seen in the past. Implementation of UN reforms would require a “step change” in the way the UN does its business and will include harmonization and simplifications of the UN operational practices, policies and systems.

To effectively manage this process, UNDP has decided corporately to strengthen its support to the Delivering as One UN Pilot Countries. In Albania, based on the needs and request of the UN Country Team, UNDP decided to strengthen its support through an Operations / Procurement Adviser to guide, co-ordinate and manage the process of integration and simplification of UN programme and business practices. Under the direct supervision of UNDP Country Director and overall guidance of the UN Resident Coordinator/UNDP Resident Representative, and guided by the work of the UN Country Team and OMT, the incumbent will actively engage in the inter-agency OMT meetings, coordinate initiative and provide leadership when needed, in a strategic and result-oriented manner.

The priorities of the incumbent will also be guided by key UN reform documentation such as the Delivering as One UN programme; the UN Country Team work plan, the Monitoring and Evaluation framework for reform process and the Roadmap of the ‘One UN’ pilot.

Duties and Responsibilities

1) Advise the UN Country Team towards a more streamlined and effective performance of the UN organizations in Albania by:

Leading UN’s efforts for the simplification and harmonization of its business processes towards common procurement of goods and services, streamlined human resource management and cost effective ICT, among others. This will involve review of UN business practices and work flows with cost effective analysis on overhead costs, identification of bottle necks, documentation and comparison of key work processes necessary to streamline these work processes for enhanced efficiencies and reduced transaction costs. Share this information with OMT and recommend concrete actions to UNCT and UNDG.

2) Support the UN Country Team and specifically the OMT to co-ordinate the following initiatives:

Assist in monitoring and reporting on progress against the UNCT-approved OMT work plan and Monitoring and Evaluation frame work for reform process and periodically update and amend the OMT work plan.
Coordinate the execution of common control and risk assessments of joint activities to secure individual agency headquarters’ agreement to these procedures.
Support the establishment of common premises, including cost-benefit analysis, liaison with Government and coordination with agencies
Facilitate training for operations staff as needed for efficient operations and harmonized business practices

3) Support the UN Country Team and specifically the OMT and OMT Chair in the preparation of the following :

Development of a strategy to enhance common services among UN organizations in Albania, and implementation plan for simplification and harmonization of operational procedures/ activities.
Identify new areas of opportunities where Common Services interventions could be further developed, i.e., security, transport and travel services, building maintenance, ICT and IT-support, procurement, HR, reception, general administration
Analyze existing common services
Develop an inter-agency system for cost-sharing of common shared support service
Establish and maintain a set of common policies, procedures, standards and tools which are consistent with UN policy and practice, to ensure proper accounting, financial management and control, including billing procedures(business harmonized platform);
Maintain an organized document repository of all related Common Services documents, including a database of CS customer, vendors, roster, contracts and related agreements with clients;
Organize Common Services workshops;
Coordinate and monitor Common Services implementation in Albania using the global Common Services management system, identifying constraints and delays;
Facilitate relevant UN agencies to launch and implement the Harmonized Approach to Cash Transfer (HACT) for roll-out in 2010.

4) Support UNDP Albania to strengthen its support to UN reform as mandated in its corporate Strategic Plan and the 2007 TCPR, among others, by:

Provide advice and support to enable UNDP to comply fully with responsibilities in its role as the Administrative Agent of the One UN Coherence Fund, including by streamlining the required processes for the Participating Organizations;
Coordinate with and advise the Participating Organizations as well as within UNDP so as to ensure these processes are followed, and working closely with the Office of the Resident Coordinator to fulfill necessary reporting requirements.
Provide advice and support to identify opportunities for more harmonized and streamlined procurement practices, recruitment practices, financial management practices, and IT and administrative management practices, especially as UNDP plays key advisory and support role for the implementation of Joint Programmes.

Competencies

Corporate Competencies

Demonstrates commitment to UN mission, vision and values
Display cultural, gender, religion

Development and Operational Effectiveness

Has strong knowledge of the UN inter-agency programmes and operations areas, UN House, and innovative common service initiatives;
Has strong managerial competency with experience in results based management and quality assurance in designing and establishing a common support office structure for operations in UN office building ;
Has experience in implementation and monitoring Action Plans involving many UN organizations to ensure effective operational common support office structure;
Strong skills in time-management and the ability to anticipate possible revisions in the project implementation in a planned and coordinated manner;
Ability to apply team-friendly common support office structure to the specific context of a UN office building in Albania, and to identify creative, practical solutions to overcome challenges;
Ability to establish priories and to plan, coordinate and monitor own work plan and that of those under his/her supervision;
Ability to perform multiple tasks at times within short deadlines without compromising quality.
Familiarity with international organizations, particularly UN Agencies, their financial management policies/practices and assistance projects, will be an advantage
Broad understanding governance and accountability issues

Communications and Networking

Has excellent oral communication skills and conflict resolution competency to manage inter-group dynamics and mediate conflicting interests of varied actors;
Has excellent written communication skills, with analytic capacity and ability to synthesize project outputs and relevant findings for the preparation of quality progress reports;
Maturity and confidence in dealing with senior and high ranking members of UN, Government and construction firms;
Excellent coordination skills to facilitate inter-agency collaboration.
Excellent facilitation skills.

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback;
Consistently demonstrates openness, positive, constructive ways of working toward change and the ability to manage complexities;
Remains calm, in control and good humored even under pressure;
Competent in leading team and creating team spirit, stimulating team members to produce quality outputs in a timely and transparent fashion;
Ability to meet deadlines, problem solve, work both independently and as part of a team.

Required Skills and Experience

Education

Advanced university degree in Management or Masters in Public and/or Business Administration

Experience

Minimum 7 years professional work experience in relevant areas such as UN’s common services management including procurement management.
Experience in leading or participating in a business processes reengineering exercises, highly desirable.
Legal training/background highly desirable, private sector experience an additional asset
Knowledge of UN as a whole, and the role of the UN Resident Coordinator system;
Familiarity with the aid context and development processes in required and specific knowledge for Albania advantageous;
Knowledge of EU accession requirements and systems an advantage
Work experience with one or two UN agencies, an asset;
Familiarity with the aid context and development processes in required and specific knowledge for Albania advantageous;

Language Requirements:

Fluency in English is essential. Knowledge of Albanian would be an advantage.