Under the guidance of the Head of Support Services, the Support
Services Officer...
Under the guidance of the Head of Support Services, the Support
Services Officer (SSO) acts as an advisor to Senior Management on all aspects
of management and operations. This includes strategic financial and human
resources management, efficient procurement and logistical services, ICT,
engineering, transportation and vehicle management, consistent with UNOPS rules
and regulations. The main role is to lead the operations, ensuring smooth
functioning of the office and projects operations, consistent service delivery
and constant evaluation and readjustment of the operations, taking into account
changes in the operating environment as and when needed.
Summary of Key Functions
- Ensuring strategic direction of operations
- Financial resource management and supervision
of the Finance team
- Supervision of Asset Management Function
- In consultation with the Pool of Experts
Manager, provide oversight on HR issues and the HR team
- Efficient procurement and logistical services
and supervision of the Procurement team
- Information and communication management and
supervision of ICT team
- Transport and Technical Services
As a member of the management team, ensures
the strategic direction of operations focusing on achievement of the following
results:
- Full
compliance of operations with UNOPS rules, regulations and policies,
implementation of corporate operational strategies, establishment of
management targets and monitoring of achievement of results;
- Regional
business processes mapping and establishment of internal Standard
Operating Procedures (SOPs) in Finance, Human Resources Management,
Procurement, Logistical and ICT services. Provision of training on
operational matters to staff and projects, and conduct regular monitoring
of proper implementation of SOPs;
- Knowledge
building and sharing with regard to management and operations in the Programme,
organization of the operations staff trainings, synthesis of lessons
learned/good practices, and sound contributions to UNOPS knowledge
networks and communities of practice;
- Management
of the Operations & Support Services in the Programme, namely HR
Management, Finance, Procurement, Logistical, engineering and ICT
Services, ensuring the timely delivery of services to projects and
programmes under the Regional Office;
- Constant
monitoring and analysis of the operating environment, timely readjustment
and improvements of the operations, advice on legal considerations and
risk assessment;
- In
managing the Operations & Support Services, liaise and assist with
programme managers, project managers, and other UN agencies on operational
matters to understand their needs, provide guidance, and implement
solutions;
- Development
of tools and platform for operations and data management, ensuring
information and knowledge sharing with colleagues, clients and partners.
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, in
accordance with UNOPS rules and regulations.
- Organization
and oversight of cash management processes, including 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 Programme or UNOPS staff at HQ of the
results of the investigation when satisfactory answers are not obtained;
- Transaction
and stop payment approval on internet banking system;
- Development
and implementation of a finance management system in accordance with UNOPS
Financial Rules and Regulations;
- Monitoring
of budget expenditures and advice to Programme Managers on the budget
status, ensuring that funds allocated is not exceeded or that additional
funds are allocated when required; Response to queries on financial and
administrative matters.
Ensures strategic human resources management
and supervision of the HR team focusing on achievement of the following
results:
- Programme
compliance with corporate human resources policies and strategies. Optimal
staffing of the offices and projects;
- Oversight
of recruitment processes in accordance with UNOPS rules and regulations,
appropriate use of different contractual modalities, contracts management,
performing the function of HR Manager in OneUNOPS;
- Establishment
and maintenance of the proper performance management and staff development
systems;
- Establishment
and implementation of a recruitment system for national personnel, in
accordance to UNOPS HR manual and in collaboration with the relevant
sections in UNOPS, undertaking recruitment process for national
consultants and administering contracts on behalf of Programme;
- Periodic
review of staff entitlements under special circumstances and
recommendation for improvement to UNOPS Headquarters HR for approval and
implementation;
- Definition
of training plans for staff involved in the delivery of support services.
Ensures provision of efficient procurement
and logistical services and supervision of the procurement team focusing on
achievement of the following results:
- Compliance
with corporate rules and regulations in the field and elaboration of the
procurement strategies, including sourcing strategy, supplier selection
and evaluation, quality management, customer relationship management,
e-procurement promotion and introduction, performance measurement;
- Elaboration
of contract strategy including, tendering processes and evaluation,
managing the contract and contractor, and legal implications. Oversight of
procurement processes and logistical services in accordance with UNOPS
rules and regulations;
- Development
and implementation of a procurement management system in relation to
planning, awarding, administering and monitoring of all matters related to
procurement, in accordance with UNOPS Procurement Manual;
- Supervision
of the preparation of tendering documents for international procurement
requirements; The establishment of shortlist of suitable
contractors/suppliers, and the preparation and issue of local tenders.
Together with the requesting programme component, evaluation of bids or
proposals received and recommendations for contract awards;
- Efficient
implementation of a vendor database and use of the system to record the
listing, updating, evaluation and monitoring of performance of service
providers and vendors;
- Provision
of guidance on all procurement matters;
- Development
and implementation of a comprehensive logistics system in accordance with
UNOPS Logistical Procedures; Development and implementation of a
comprehensive supply system in accordance with UNOPS Logistical
Procedures; management of the movement of personnel and equipment into and
within the duty station;
- Implementation
of an equipment management and accounting system for all UNOPS managed
equipment and properties in accordance UNOPS equipment policy.
Ensures forward looking information and communication management and
supervision of ICT team focusing on achievement of the following results:
- Use
of oneUNOPS 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, and information provision.
Ensures efficient transport and technical services, focusing on
achievement of the following results:
- Establishment
and management of a vehicle pool for providing transportation services as
required by the Programme as well as to meet logistical needs;
- Development
and implementation of a vehicle management and maintenance system in
accordance with UNOPS vehicle management policy and procedures;
- Implementation
of a repair and maintenance system for all equipment including EDP
equipment, communications equipment, vehicles and generators, etc;
- Building
management and maintenance activities; development and implementation of a
power policy in line with capacity of the city power and generators.