Historique

Under the guidance and supervision of DRR, the Assistant Resident Representative (Operations) acts as an advisor to Senior Management on all aspects of the Country Office (CO) management and operations in Fiji Multi Country Office and acts as a Manager of Joint Operations Centre . The Operations Manager is responsible for strategic financial and human resources management, efficient procurement and logistical services, and ICT and consistency with UNDP rules and regulations. The Assistant Resident Representative (Operations) ensures consistent services delivery to Multi Country Office, Pacific Centre,   UNDP programmes and projects and UN common services. The incumbent sets policies and methods to maximize the CO performance in operations demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the operations to take into account changes in the operating environment as and when needed.
 
The Assistant Resident Representative (Operations) leads and guides the CO Operations Team and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. The Assistant Resident Representative (Operations) works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operations services.

Devoirs et responsabilités

As a member of the CO management team, ensures the strategic direction of operations and Joint Operations Centre focusing on achievement of the following results:
  • Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC , IWP and JOC ) and monitoring achievement of results;
  • Management of the JOC work plan and regular update and monitoring and reporting of results;
  • Provision of advice on strategies, policies and plans affecting CO operations, delivery of practice advisory, knowledge and learning services;
  • Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements;
  • CO business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Travel and ICT services, Results Management;
  • 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 CO, 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 and supervision of the Finance team focusing on achievement of the following results: 
  • Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations, OM performing the function of Senior Manager in Atlas for vouchers and replenishments approval, deals management and bank reconciliations. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations;
  • Management of cost-recovery system for the services provided by the CO to projects and other UN Agencies. Accurate planning, forecasting and reporting of extra-budgetary income;
  • Financial Management of office budget and forecasting resource needs for the future;
  • 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 CO 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;
  • Member of the bank signatory panel;
  • Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained and ensure that all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
  • As the Audit Focal Point, preparation, facilitation of country office audit and as CARDS focal point, timely closure and sustainability of audit gaps.
Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:
  • CO compliance with corporate human resources policies and strategies;
  • Optimal staffing of the office and projects;
  • Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development;
  • Oversight of leave management , work exemptions;
  • Ensuring proper induction processes in place for talent building;
  • Actively working with the senior management reviewing and proposing options for Talent sourcing and succession planning.
Ensures efficient procurement and Travel  services management and supervision of the Procurement team focusing on achievement of the following results:
  • CO compliance with corporate rules and regulations in the field and management of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement and E-tendering introduction , performance measurement;
  • Management of the CO contract strategy including tendering and e-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, OM acting as Senior Manager in Atlas for Purchase orders approvals;
  • Proper management of UNDP assets, facilities and travel services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets;
  • Proper Management of Travel Services and fellows in line with travel management guidelines;
Ensures forward-looking information and communication and Administrative 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  and business continuity;
  • 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 including management of service tracker;
  • 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;
  • Management of General Administrative services and proper management of inventory and supplies;
  • Acts as a Security Focal Point for UNDP Fiji.
Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
  • Elaboration of the strategic approach to implementation of common services in line with the ONE UN reform, the latest developments in common services and the best practices.
  • Active contribution towards Operations Management Team work plan, business Operations Strategy and Results Matrix.

Compétences

Functional Competencies:
 
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:
  • Makes the case for innovative ideas documenting successes and building them into the design of new approaches;
  • Develops and/or 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:
  • 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/her professionally;
  • Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
  • Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments.
Promoting Organizational Change and Development:
  • Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.
Design and Implementation of Management Systems:
  • Carries out research into existing systems to identify best practice and make recommendations to management on applicability to UNDP;
  • Identifies and recommends remedial measures to address problems in systems design or implementation.
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.
Promoting Accountability and Results-Based Management:
  • Provides inputs to the development of organizational standards for accountability and results-based management.
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;
  • Promoting learning and knowledge management/sharing is the responsibility of each staff member;
  • Fair and transparent decision making; calculated risk-taking.
UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance.

Qualifications et expériences requises

Education:
  • Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Commerce or related field.
Experience:
  • 7 years of relevant and substantive experience at the national and international level in providing management advisory services and 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:
  • Fluency in the UN and national language of the duty station.