Background
Under the overall guidance of the Resident Representative and direct supervision of the Deputy Resident Representative, the Operations Manager leads the Operations Team, ensuring smooth functioning of the operations activities and consistent services delivery to the Country Office, UNDP programmes, UNDP projects and UN Agencies, constant evaluation and readjustment of the operations procedures to take into account changes in the UNDP Operations Policies and Procedures and operating environment as and when needed. The Operations Manager acts as the principal advisor to the UNDP Country Office (CO) Senior Management on all aspects of CO operations management. This includes strategic financial and human resources management, efficient procurement, general administrative and logistical support services, ICT and common services consistent with UNDP rules and regulations. The Operations Manager leads and guides the Country Office (CO) Operations Team and fosters collaboration within the team, with programme staff, project personnel and with other UN Agencies and a client-oriented approach. The Operations Manager 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.
Duties and Responsibilities
Summary of Key Functions:
• Ensuring strategic direction of operations
• Financial resources management and supervision of the Finance team
• Human Resources Management and supervision of the HR team
• Effective and efficient general administrative support services and supervision of the Administrative team
• Efficient procurement and logistical services and supervision of the Procurement team
• Information and communication management and supervision of ICT team
• Common services organization and management, establishment of partnerships with other UN Agencies
• Financial resources management and supervision of the Finance team
• Human Resources Management and supervision of the HR team
• Effective and efficient general administrative support services and supervision of the Administrative team
• Efficient procurement and logistical services and supervision of the Procurement team
• Information and communication management and supervision of ICT team
• Common services organization and management, establishment of partnerships with other UN Agencies
1. As a member of the CO management team, ensures the strategic direction of operations focusing on achievement of the following results:
• Ensure quality control and full compliance of operations management with UN/UNDP operations rules, regulations, policies and procedures, implementation of corporate operational strategies.
• Strategic planning of the operations management for further improvement of the CO business model
• Establishment of collaborative arrangements with partners and appropriate operational partnership arrangements.
• CO operational business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Administrative, Procurement, Logistical and ICT services as and when needed.
• Ensure full compliance of SOPs with the corporate UNDP Internal Control Framework (ICF). Constant monitoring and analysis of the operating environment, timely readjustment of the CO specific ICF to ensure compliance with the corporate ICF and operations policies and procedures, advice on operational legal considerations and risk assessment.
• Knowledge building and sharing with regards to operations management in the CO, organization of the trainings for the CO staff, UNDP projects and UN Agencies on operations policies and procedures, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
• Strategic planning of the operations management for further improvement of the CO business model
• Establishment of collaborative arrangements with partners and appropriate operational partnership arrangements.
• CO operational business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Administrative, Procurement, Logistical and ICT services as and when needed.
• Ensure full compliance of SOPs with the corporate UNDP Internal Control Framework (ICF). Constant monitoring and analysis of the operating environment, timely readjustment of the CO specific ICF to ensure compliance with the corporate ICF and operations policies and procedures, advice on operational legal considerations and risk assessment.
• Knowledge building and sharing with regards to operations management in the CO, organization of the trainings for the CO staff, UNDP projects and UN Agencies on operations policies and procedures, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
2. Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results:
• Proper planning, expenditure tracking and audit of financial resources, including management budgets and extra-budgetary income in accordance with UNDP rules and regulations.
• Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations.
• Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
• 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.
• 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.
• Transaction and stop payment approval on internet banking system.
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
• Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations.
• Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
• 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.
• 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.
• Transaction and stop payment approval on internet banking system.
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
3. 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.
• Advising Senior Management on optimal staffing of the Country Office and UNDP projects.
• Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
• Establishment and maintenance of the proper performance management and staff development systems.
• Advising Senior Management on optimal staffing of the Country Office and UNDP projects.
• Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
• Establishment and maintenance of the proper performance management and staff development systems.
4. Ensures provision of effective and efficient general administrative support services and supervision of the Administrative team focusing on achievement of the following results:
• CO compliance with corporate administrative rules and regulations.
• Elaboration and implementation of the control mechanism for administrative services, proper assets management, proper inventory control, fleet management, travel management and other administrative services in compliance with IPSAS
• Certification of administrative reports ensuring accuracy and conformance with administrative rules and regulations, including DSA, Place-to-place and other surveys.
• Elaboration and implementation of the control mechanism for administrative services, proper assets management, proper inventory control, fleet management, travel management and other administrative services in compliance with IPSAS
• Certification of administrative reports ensuring accuracy and conformance with administrative rules and regulations, including DSA, Place-to-place and other surveys.
5. Ensures provision of efficient procurement and logistical services and supervision of the Procurement team focusing on achievement of the following results:
• CO compliance with corporate procurement rules and regulations and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
• Elaboration and oversight of the CO logistical services and procurement strategy including tendering processes and evaluation, managing the contract and contractor legal implications in accordance with UNDP rules and regulations, OM acting as Manager Level 2 in Atlas for purchase orders approvals and vendor approver. Serve as a member and/or alternate Chairperson of the CO Contracts, Assets and Procurement Committee (CAP).
• 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 CO’s assets.
• Elaboration and oversight of the CO logistical services and procurement strategy including tendering processes and evaluation, managing the contract and contractor legal implications in accordance with UNDP rules and regulations, OM acting as Manager Level 2 in Atlas for purchase orders approvals and vendor approver. Serve as a member and/or alternate Chairperson of the CO Contracts, Assets and Procurement Committee (CAP).
• 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 CO’s assets.
6. 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.
• Identification and 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.
• 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.
• Identification and 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.
7. Ensures reliable and cost-effective common premises/services from UNDP establishment of partnerships with other UN Agencies focusing on achievement of the following results:
• Establishment of common shared premises service package from UNDP as the service provider and harmonized business practices with UN Agencies concerned and future development of additional services in Astana and Almaty offices;
• Development and update of Standard Operating Procedures for common premises/services to document all critical workflows in coordination with the UN Operations Management Team;
• Act as Business Continuity focal point for UNDP and ensure development and implementation of a sound and regularly updated UNDP Business Continuity Plan;
• Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment;
• Coordination with the respective government entities-building owners on respective issues on the building management and maintenance
• Represent UNDP CO in Operations Management Team (OMT), being active part of OMT to ensure that a common framework of operations is established at the country level to support programmatic issues, including development of common management practices, and common support services, ensure exchange of information among operation managers to better understand the systems and procedures of the different agencies.
• Establishment of common shared premises service package from UNDP as the service provider and harmonized business practices with UN Agencies concerned and future development of additional services in Astana and Almaty offices;
• Development and update of Standard Operating Procedures for common premises/services to document all critical workflows in coordination with the UN Operations Management Team;
• Act as Business Continuity focal point for UNDP and ensure development and implementation of a sound and regularly updated UNDP Business Continuity Plan;
• Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment;
• Coordination with the respective government entities-building owners on respective issues on the building management and maintenance
• Represent UNDP CO in Operations Management Team (OMT), being active part of OMT to ensure that a common framework of operations is established at the country level to support programmatic issues, including development of common management practices, and common support services, ensure exchange of information among operation managers to better understand the systems and procedures of the different agencies.
Impact of Results
The key results have an impact on the overall economy, efficiency, and effectiveness of CO operations as it relates to the use of corporate resources in the following areas:
• Financial services
• Human Resources
• General administrative support services
• Procurement and logistical services
• ICT
• Common Services and the implementation of the UN agenda on common services and joint procurement.
Competencies
| Competencies : |
| Functional Competencies: Building Partnerships Level 2: Identifying and 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 Level 2: Developing tools and mechanisms • 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 Level 2: In-depth knowledge of own discipline • 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/herself professionally • Demonstrates comprehensive knowledge of information technology and applies it in work assignments • Continually looking for ways to enhance financial performance in the office Promoting Organizational Change and Development Level 2: Assisting the individuals to cope with change • Performs appropriate work analysis and assists in redesign to establish clear standards for implementation Design And Implementation of Management Systems Level 2: Designing and implementing management system • Makes recommendations regarding operation of systems within organizational units • Identifies and recommends remedial measures to address problems in systems design or implementation Client Orientation Level 2: Contributing to positive outcomes for the client • Anticipates client needs • Demonstrates understanding of client’s perspective • Solicits feedback on service provision and quality Promoting Accountability and Results-Based Management Level 2: Input to the development of standards and policies • Provides inputs to the development of organizational standards for accountability 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 |
Required Skills and Experience
Qualifications :
Education: Master’s Degree in Business Administration, Public Administration, or Finance,
Or a Bachelor’s degree plus an extra two years of experience in addition to the minimum required experience for the post.
Or a Bachelor’s degree plus an extra two years of experience in addition to the minimum required experience for the post.
Experience: At least 7 years of progressively responsible experience, including 2-3 years of senior-level management responsibilities of similar size and complexity, at national or international level with human resources management and administrative policies, and/or experience in operations management, establishment of related services and contract management. Demonstrated leadership skills and experience in handling complex issues, 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.
Experience of accrual accounting, IPSAS or IFRS is highly desirable.
Language Requirements: Fluency in Russian and English required. Working knowledge of Kazakh is an advantage.
NB! How to apply:
Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button
Please ensure that you upload your UN Personal History Form-P11 (on the 2nd page of the application by selecting "UPLOAD RESUME" option)
Incomplete applications or applications received after the closing date will not be given consideration.
Please note that only short-listed applications will be contacted.