UNDP Jobs - 78903- Operations Manager

Operations Manager

Location :

Port Moresby, PAPUA NEW GUINEA

Type of Contract :

FTA International

Starting Date :

29-Jun-2018

Application Deadline :

27-May-18 (Midnight New York, USA)

Post Level :

P-4

Duration of Initial Contract :

1 Year

Languages Required :

English

Expected Duration of Assignment :

1 Year with possibility of extension

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

Papua New Guinea is currently a medium sized office. The Office has been increasing the programme delivery from $12.5 million in 2015 to $16.07 million 2017. In 2018, the Office has agreed on a programme delivery target of $17.1 million to be delivered through 15 Projects. The target of the office is to progress to a $20 million per anum office to ensure office sustainability.

The Office is embarking on an ambitious plan to construct the UN House in the Country, for which the Govt of PNG has provided land on a long-term lease to the UN. UNDP will implement a new UNDP Country Programme for the period 2018-2022, striving to deliver on a large and relevant programme portfolio that is responsive to the development challenges facing the country.

In close cooperation with UNDP programme teams and other country office units, 50% of the time of the OM will support the UNDP country programme implementation through provision of authoritative and enabling advisory services on procurement, finance, human resources, and serving as a One Stop Shop for project implementation and enabling optimization of programme delivery. Under the direct supervision of the Resident Coordinator, 50% of the time of the OM will oversee the activities pertaining to the construction of the One UN House, the management and sustainability of the one UN Business Operation Strategy and the delivering as one UNDAF Budgetary Framework.

Other functions include transactional services for human resources, procurement, finance and administration to UN agencies and the Resident Coordinator Office as well as administrative support to UNDP staff (including project personnel) on protocol, visa facilitation, travel and similar services.

The OM will be a member of the CO Management Team (MT). S/he will also help drive integration of work at all levels, from overall direction setting to ideas generation, design, implementation – and further on to reporting, partnerships and communication. In exercising these roles, s/he supervises two teams comprised of national staff and manages the Field Office operation within the Country

UNDP PNG is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position

Duties and Responsibilities

Operational support to programme and project implementation for optimization of delivery

Ensures that the Operations Team acts as an efficient and client-oriented One Stop Shop for programme and project implementation activities;
Provides advisory services on procurement, human resources, in consultation RBAP and BMS staff, based in the Bangkok Regional Hub;
Overseas regular monitoring of procurement processes to ensure that they are performed consistently and in accordance with the corporate standards;
Puts in place and oversees processes to identify, develop solutions and act upon project-level operational and financial problems in cooperation with Programme Support Unit.
In liaison with Programme Support Unit, ensure the implementation of Direct Project Costing by the operations Unit.
Develops, implements and oversees processes to monitor and analyze cost-sharing contributions from UN Agencies to management projects;
Performs the function Audit focal point for the Country Office
Performs delegated tasks and back stopping of DRR including participation in the UN Country Team Operations Management Team.

Oversees effective and accurate financial resource management and efficient procurement management

Performs the function of Senior Manager role in Atlas;
Closely working with Programme Support Unit on the CO IWP process as it relates to risks, management financial section and human resources functions, including periodical reporting in partnership with strategic planning and partnerships team;
Oversees management of cost-recovery system for the services provided to projects and other UN Agencies, including accurate planning, forecasting and reporting of extra-budgetary income;
In close cooperation with Programme Support Unit, ensure 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;
Oversees country office 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, in coordination with Global Shared Services Center in Kuala Lumpur for services transferred from the CO;
Oversees country office compliance with corporate rules and regulations in the field and establishment and management of the CO procurement and contract management strategies;
Overseas management of UNDP assets in close cooperation with Programme Support Unit, facilities and logistical services.
The common budgetary framework comprises the estimated financial resources necessary for the system in PNG to deliver the commitments under the UNDAF. Reporting directly to the RC, streamline the coordination mechanisms between the different financing instruments.

Facilitates strategic human resource management

Ensures country office compliance with corporate human resources policies and strategies;
Ensures optimal staffing of the office and projects;
Oversees recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development;
Facilitates knowledge building and management and ensures innovation knowledge transfer in the country office, region and globally;
Leads processes to facilitate and promote staff learning and engagement.

Leads efficient provision of UN common services and CO transactions services

Oversees efficient provision of client-oriented transactional services for human resources, procurement, finance and administration to UN agencies and Resident Coordinator Office;
Oversees effective delivery of client-oriented administrative support to UNDP staff and project personnel on transactional issues.
Oversees UNDP’s Project sub-office, ensuring efficient operations for UNDP Country Office and related UN Country Team common services ensuring cost recovery.

Lead the process for the construction of the One UN House and the Business Operations Strategy

Reporting directly to the RC, upon, official gazette publication of the land lease, a design (including future construction supervision) firm should be contracted - scope samples to be provided by Bangkok Hub
Engage ad-hoc support (e.g.(Civil Engineer) to assist in the development of design and BOQ scope for the UN House and seek additional support from the Bureau, with potential cost sharing by UN agencies (immediate action through UNCT/UNOMT).
Reporting directly to the RC to finalize cost sharing arrangements for the UN House
Lead the UNCT Operations Management Group in completing and implementing the BOS

Competencies

Innovation Ability to make new and useful ideas work	Level 5: Creates new and relevant ideas and leads others to implement them
Leadership Ability to persuade others to follow	Level 5: Plans and acts transparently, actively works to remove barriers
People Management Ability to improve performance and satisfaction	Level 5: Models high professional standards and motivates excellence in others
Communication Ability to listen, adapt, persuade and transform	Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others
Delivery Ability to get things done while exercising good judgement	Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions
*Technical/Functional*
Priority Setting Ability to scan and synthesize diverse sets of information to arrive at strategic priorities and positioning recommendations	Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Financial Planning and Budgeting Ability to create and manage processes to achieve UNDP's long and short-term financial goals	Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Risk Management Ability to identify and prioritize risks, and organize action around mitigating them	Level 5:Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Service Delivery Coordination Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP	Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Internal Reporting and Accountability Ability to create internal reporting and accountability processes and standards	Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Resource Allocation Ability to distribute resources in a strategic or tactical way	Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Human Resource Management Knowledge of HR management issues and principles and the ability to apply them to strategic and/or practical situations	Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Required Skills and Experience

Education:

Master's degree in Business Administration or Public Administration is required.

Professional Certification on Finance, Procurement and Human Resources are added advantages.

Experience:

A minimum of 7 years of relevant experience at the national or international level in programme support, management advisory services and managing staff and operational systems
Demonstrated ability in people management and working with diverse teams in developing countries
Managerial experience in programme finance; human resources; procurement and UNDP operations
Experience in one UN House development and support to UNCT in BOS and UNDAF common budgetary framework will be an advantage
Proven ability to delivery under pressure and in short timeframes
Excellent knowledge of UNDP’s ERP platform (ATLAS)
Demonstrated knowledge of UNDP programme and project management policies and procedures.
Strong interpersonal and communication skills