Antecedentes

Under the direct supervision and guidance of the Deputy Country Director Operations (DCD/O), the Common Services Manager is responsible for the reliable and cost-effective delivery of common services (CS) at the Diplomatic Transit Facility – Sana’a (DTF-S). The Common Services Manager is responsible for the transparent management of the financial resources of the DTF-S Common Services Unit in compliance with UNDP/UN Regulations, Rules and policies and preparing regular reports for presentation to the OMT and SMT/UNCT.  
In the context of the DTF-S, the Common Services Manager is responsible for ensuring “service-oriented” delivery and relationships with all UN agencies and maintains strong working relationships with the US Department of State (DoS) and other external vendors and suppliers and local authorities.  In addition, the Common Services Manager is expected to continuously monitor the technical operating environment, in order to advise the SMT/UNCT and prepare for quick readjustments of the common services offerings.

Deberes y responsabilidades

Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
  • Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs) in line with the CO policy on guest houses;
  • Preparation of administrative team results-oriented work plans;
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

Support development and delivery of common services to the UN agencies, focusing on achievement of the following results:

  • Responsible for the management and monitoring of common services, identify constraints and delays and provide solutions;
  • Develop a strategy for enhancement of common services and identify new areas in which common services could be developed;
  • Analyze existing common services for efficiency and cost-effectiveness and propose and implement improvements;
  • Develop and manage an inter-agency system for cost sharing of common services including DTF-S and manage UNDP´s system for cost-recovery;
  • Prepare and manage necessary memoranda of understanding and agreements (MOU) for inter-agency cooperation;
  • Maintain effective relationships at multiple levels (e.g. DTF-S management and DoS, DTF-S UN Agencies, OMT, SMT/UNCT, suppliers and vendors, UNDP HQs, UNDP inter-agency units, including working relationships with government and local authorities at multiple levels;
  • Ensure inclusiveness of all DTF-S participating agencies in critical matters relating to management of CS;
  • Constant monitoring and analysis of the operating environment, risk assessment and quick readjustments to the operations, while bringing critical information to the attention of UNDP DCD/O.

Ensures effective and efficient provision of DTF-S administrative support services, focusing on achievement of the following results:

  • Coordinate with DTF-S management on proper administration of the facility that meets the UN standards and which provide comfortable stay of UN agencies staff;
  • Ensure that the facility is well maintained and that best services are rendered to them including rooms services, catering, and appropriate internet connections are in place to enable their smooth work;
  • Respond to concerns and complaints of UN staff in a positive and courteous manner;
  • Manage and supervise the overall hotel reservations for UN agencies staff at the DTF-S and ensure proper and smooth check-in and check-out;
  • Provide required administrative support and logistical services including arrangement of travel and hotel reservations including details on check in and check out;
  • Support UNDP Security Unit for proper handover of security equipment between check in and check out guests;
  • Share on a monthly basis DTF-S rooms report with UN agencies and DCD/O in prevision of the monthly billing;
  • Provide the UN agencies DTF-S focal person in any documentation required for the review of their monthly statement;
  • Organize, coordinate and manage requests any required services, goods or equipment for the DTF-S and approve documents of payments;
  • Coordinate with the DTF-S management and UNDSS, and if necessary the DoS, any upgrades required for the facility and its surrounding ensuring MORSS compliance and effective implementation of UNDSS guidelines and guidance;
  • Manage joint assets and equipment of DTF-S in close coordination with UNDP CO. and ensure proper distribution and control system in place;
  • Perform any other administrative and logistical tasks as required by DCD/O.

Ensures effective financial control in the office, focusing on achievement of the following results:

  • Full compliance of financial (management/recording/reporting system) with UNDP rules, regulation, policies and strategies;
  • Support to common services related financial business processes;
  • Manage DTF-S operational budget and advise OMT for any proposals and ensure proper management, monitoring and control of expenditures within budget lines;
  • Submit DTF-S payment invoices and collect cost-shares from participating UN agencies and follow up for timely payment of their contributions;
  • Approve DTF-S payments in Atlas for vendors as well as DTF-S, UNDSS, and Dispensary budgets creations, revisions and corrections when and as necessary;
  • Maintain budgets status and financial reports and submit on monthly basis to the operations management;
  • Ensure UNDP DTF-S timely cost recovery collection and billing;
  • Maintain internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
  • Ensure the efficient use of DTF-S financial resources with proper accountability and transparency.
  • Guide, as necessary, UNDSS and UN Dispensary in budgets preparations, implementation and management and ensure proper monitoring and reporting to the DCD/O, UNDSS, and UN Dispensary;
  • Provide update reports to UNDSS, UN Dispensary, and DCD/O on received cost-shares contributions on monthly basis;
  • Follow up with UN agencies for timely payment of their UNDSS and UN Dispensary due cost-share contributions and keep UNDSS, UN Dispensary and DCD/O well-informed of the status;
  • Prepare regular management reports on performance based on cost-shares revenues and expenditures of common services for review of UNDSS, UN Dispensary, DCD/O, OMT and SMT/UNCT and assist in providing any clarifications if necessary;
  • Ensure transparency and reporting on revenues, budgets, cost recovery, cost sharing, performance against service level standards, and other measures as may be agreed with UN agencies;
  • Ensure readiness for joint UN and agency mandated specific audits;
  • Perform any other financial tasks as required by DCD/O.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Participation in the training for the operations/projects staff on administration;
  • Sound contributions to knowledge networks and communities of practice.

Competencias

Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Basic Computer Skills;
  • Ability to communicate effectively, both orally and in writing. and team playing skills;
  • Drive and motivation to deal with a wide range of tasks.

Functional Competencies:

  • Knowledge Management and Learning;
  • Shares knowledge and experience;
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

  • Ability to perform a wide range of varied, inter-related complex financial and administrative  services including administration of premises, contracting and performance evaluation, monitoring of transactions, reporting;
  • Ability to extract, interpret and analyze data and resolve operational problems;
  • Strong analytical skills and the ability to master new material quickly;
  • Ability to manage priorities in order to meet tight deadlines;
  • Good communications, interpersonal and reporting skills.
  • Ability to work with minimum supervision;
  • Ability to supervise and train support staff;
  • Ability to plan and organize work;
  • Sound knowledge of financial rules and regulations, accounting;
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems.

Leadership and Self-Management:

  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humored even under pressure;
  • A proven ability to work as part of an interdisciplinary and/or multi-cultural team;
  • Demonstrated capacity for leadership and management.
  • Remains calm, in control and good humored even under pressure;
  • Demonstrates openness to change and ability to manage complexities;
  • Responds positively to feedback and differing points of view.

Habilidades y experiencia requeridas

Education:

  • Advanced university degree (Master’s degree or equivalent degree) in Business Administration,  Public Administration, Finance, Economics, Management or related field;
  • A first-level university degree in any of these fields, in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree.   

Experience:

  • 2 years of management experience in planning, budgeting, arrangement and coordination of operational services including experience in hotel or guest house management would be desirable;
  • Prior experience with UNDP/UN system would be an advantage;
  • Experience in supervising and managing teams;
  • Familiarity with the aid context and development processes would be an advantage;
  • Work experience with UN agencies is an asset;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
  • Excellent and demonstrated communication, consultation, negotiation and writing skills;
  • Proven organizational, financial, inventory and budgetary skills as well as familiarity with financial and technical rules, regulations and procedures relevant to budgets management and implementation.

Language:

  • Fluency in spoken and written Arabic and English Languages.

Additional Information:
Interested candidates should complete United Nations Personal History Form (P.11) available in the link below and upload it electronically to the site when applying. CV is not required.