UNV Jobs - 80021- Director of Management Services

Director of Management Services

Advertised on behalf of

UNV

Location :

Bonn, GERMANY

Type of Contract :

FTA International

Starting Date :

Application Deadline :

26-Jul-18 (Midnight New York, USA)

Post Level :

D-1

Duration of Initial Contract :

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 United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging people in tackling development challenges, and it can transform the pace and nature of development. We work with partners to integrate qualified, highly motivated, and well supported UN Volunteers into development programming and promote the value and global recognition of volunteerism. UNV has around 150 staff members at headquarters and 6,500 UN Volunteers deployed in the field. UNV is headquartered in Bonn, Germany.

Under the overall guidance of and the primary supervision by the Executive Coordinator, and with a secondary supervision by the Deputy Executive Coordinator, the Director of Management Services is responsible for the strategic planning, managerial leadership, oversight and quality control of an integrated platform of management services. In doing so, the incumbent will be expected to ensure timely, effective and efficient delivery of services according to corporate performance standards and in compliance with the UNDP Regulations and Rules and UNDP´s accountability framework, under which UNV is administred.

The Director of Management Services leads a team of professionals in support of the vision and strategic directions established by the Executive Coordinator and the overall UN management reform agenda. In exercising their functions, the Director of Management Services has significant scope for innovation and leadership, identifying and championing managerial improvements in organizational performance, strengthening organizational coherence, safeguarding financial sustainability, and streamlining management priorities.

The Director of Management Services holds the responsibility for the strategic direction of budget and finance, human resources, corporate risk management, audit and compliance, information and communications technology, procurement, administrative services, security and safety, and common services for the UN entities resident in Bonn (hereafter – management services). The function executes the overall planning and management of the organizational resources to facilitate the operational excellence of UNV. The incumbent strives for the continuous development and improvement of operational delivery to align performance with UNV´s and stakeholders’ evolving business needs and adequately support the implementation of UNV´s mission and strategy.

The Director of Management Services further leads and manages the effective delivery of business services through relevant technical teams, provides guidance and capacity development support for UNV´s presences at regional and country levels, and strategic advice to senior management. The incumbent also works in close cooperation with UNV´s units and designated teams in UNDP for harmonization of business services.

Duties and Responsibilities

Strategic planning and management, focusing on achievement of the following results:

Support the Executive Coordinator and the Deputy Executive Coordinator, on financial planning, workplan development and reporting cycle by defining goals, requirements and key performance indicators related to management services. Lead the analysis and evaluation of strategic options and resource implications for optimizing UNV’s day-to-day operations;
Assume the lead role in designing strategies to innovate and to continuously improve UNV’s efficiency, agility and overall operational excellence; monitor and support their execution of agreed strategies to achieve maximum impact;
Provide strategic oversight over the UNV management services function, meeting corporate standards and requirements. Build upon audit reports and best practices for improvement and development of operations policies and guidelines;
Guide, co-ordinate and oversee the preparation of reports for the senior management of UNDP and UNV and for the Executive Board on the operational performance; ensure quality and accuracy of comprehensive data and clear assessment of impact in alignment with UNV’s Strategic Framework and its result and performance indicators;
Advise and provide authoritative guidance to the Executive Coordinator and Deputy Executive Coordinator on all administrative issues and manage the full range of administrative services for the UN campus in Bonn with a view to expand the services provided as well as to UNV Headquarters and field presences;
Assess risks, evaluate impact and implement required risk mitigation actions. Propose options for risk management through both quantitative and qualitative assessment and advise accordingly;
Lead key elements of the UNV internal governance, oversight and decision-making architecture, relevant to the domain of management services, and contribute to executive level decision-making accordingly.

Leadership of the Management Services team, focusing on achievement of the following results:

Build and manage a coordinated and effective team of professionals through results-oriented work planning, guidance, direction, supervision and performance assessment; promote a work environment conducive to producing high quality outputs and delivering the services required in the results framework;
Oversee the Management Services team for the quality, cost-effective and timely provision of technical support across the full range of operations management; foster the culture of business innovation and client orientation, and introduce relevant good practices;
Leverage the team’s work to provide high quality technical support to UNV’s operational needs aiming at enhancing their performance and delivery in close coordination with the Executive Coordinator and the Deputy Executive Coordinator for alignment with best quality practices and new policy developments;
Oversee the development and implementation of action plans in response to audit findings and recommendations to leverage performance and adherence to quality assurance. Ensure deficiencies are addressed in a timely manner and strengthen internal control mechanisms. Alert UNV´s leadership on evolving needs and challenges;
Leverage UNDP’s and UNV’s corporate resource planning and analytical tools in partnership with relevant units; foster close collaboration with UNDP’s management service providers. Monitor, analyse and advise senior management on strategic resource trends, issues and opportunities that may impact financial sustainability and delivery commitments;
Lead the ICT digital roadmap pathway for UNV to stay ahead of the technology curve;
Implement management control mechanisms and ensure internal control and compliance for ICT security, procurement and contracting, and overall financial operations;
Ensure optimal staffing configuration and recruitment strategies, taking into consideration talent retainment, learning and staff performance measures;
Assume the role of the UNV security focal point to be responsible for coordinating UNV`s response to safety and security, as delegated by the Executive Coordinator;
Identify and lead areas of further administrative enhancements, including optimization of travel services, common LTAs and rostering, and other corporate services which may be scaled up as a wider UN common services in Bonn.

Support to Operations Management of UNV presences at regional and country level, focusing on achievement of the following results:

Proactively support UNV´s presences at regional and country level in relevant Management Services areas; oversee timeliness and effectiveness of team´s response and provide guidance for solution design and risk prevention;
Develop strategies, long term agreements and innovative mechanisms to support UNV presences at regional and country level, Identify successes and deficiencies;
Establish and ensure quality standards of management services delivered. Report and communicate results of continuous improvement strategies, aiming at improving the overall economy, efficiency and effectiveness of expected results;
Strive for integration and adaptive evolution of UNV´s regional and country presences through strategic analyses, impact assessments and continuous communication and guidance; facilitate close collaboration and strategic partnerships with UNDP’s regional hubs and country offices.

Management practice and knowledge management, focusing on achievement of the following results:

Contribute to organizational excellence in UNV and to more effective knowledge management and learning as well as the effective use of enabling technologies for innovation and learning in the management services domain;
Facilitate UNV-wide knowledge sharing on management services, including regional and country presences; and ensure cross-pollination of good practices and lessons learned;
Promote the active use of performance dashboards and feedback mechanisms for organizational performance improvements, including the development of communities of practice and development solutions teams;
Establish and maintain knowledge and innovation partnerships, continuously scan the horizon for and partnering with outside organizations to tap into external knowledge and state of the art (including, frontier) technologies, and facilitate their introduction and scaling in UNV for achieving a greater impact.

Support and Coordination of UN common premises and services, focusing on achievement of the following results:

On behalf of the Executive Coordinator, function as the premises manager for UN Bonn responsible for managing and administering the UN Bonn premises;
Ensure cost-effective, efficient, timely, equitable and transparent provision of services to UN Bonn organisations/ conventions in compliance with relevant UN regulations, rules and standards, including regulations, rules and standards on safety and security;
Provide guidance and oversight on the management and further development of common services arrangements to the participating organizations/conventions located in Bonn, including the arrangement for collection of payments for these services from the organisations;
Ensure regular consultations with all participating organisations on common premises and services, and engage actively with the committee for common operations management (CCOM) of UN Bonn;
Represent the organisations/conventions in discussion with the Government of the Federal Republic of Germany (GoG) on matters arising from the premises agreement or the facility management services provided by the GoG, as well as other host government led initiatives on the strengthening of Bonn as a UN location;
Ensure that common services and joint arrangements benefit UNV in its objective to provide efficient and cost-effective support services.

External relations and representation, focusing on achievement of the following results:

Represent UNV, as delegated, in relevant management policies discussions, organizational change management initiatives including interaction with external parties and with the staff representatives;
Contribute to management policy design and implementation consultation mechanisms and relevant dialogues between UNDP and UNV, as well as in broader UN inter agencies forums, representing UNV’s needs and perspectives on management policies. Alert on organizational risks and proactively provide readiness assessment;
Build positive relationship with external parties including UNDP, other UN entities, Host Government, other Member States and external organizations to tap into innovative approaches and best practices/benchmarks.

Competencies

Core Competencies

Innovation: ability to make new and useful ideas work
Promotes stakeholder-centered design and appropriate risk-taking approaches for office / programme / division

Leadership: ability to persuade others to follow Positions the organization as a center of expertise and influence and inspires others to reach new heights

People Management:ability to improve performance and satisfaction
Empowers team managers to act independently and takes people management decisions

Communication: ability to listen, adapt, persuade and transform
Reconciles contrasting positions and ambiguous circumstances by communicating a clear path for resolution and progress

Delivery: ability to get things done while exercising good judgement
Sets strategic goals and builds the means to achieve optimal service delivery and organizational excellence

Technical/Functional Competencies

Strategic Planning: ability to make decisions that align with strategy, vision, and mission

Operational Efficiency: ability to identify and execute opportunities to improve operational efficiency

Quality Assurance: ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Change Management: ability to apply a systematic approach to adapt, control and effect chang

Internal Reporting and Accountability: ability to create internal reporting and accountability processes and standards

Service Delivery Coordination: ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNV

Organizational Development: knowledge of organizational development concepts, issues and principles and the ability to apply them to strategic and/or practical situations

Required Skills and Experience

Education:

Master’s degree in Management, Business Administration, Social Sciences or other related fields is required

Experience:

A minimum of 15 years of relevant experience at the national and international levels, in a UN or other multilateral organization in strategic and financial planning and providing management advisory services, managing staff and operational systems and establishing inter-relationships among international organizations and national governments is required
Experience in leading and managing service delivery in large Common Services and UN presence settings, with large procurement contracts and security complexity is highly desirable
Experience in organizational design, change management and implementation of oversight mechanisms is highly desirable
Specific management experience with UN or other multilateral organizations at regional and/or country level is highly desirable

Language Requirements:

Fluency in English is required
Working knowledge of another official UN language is highly desirable.