Operations Manager

Under the primary guidance of Country Director and the secondary guidance of Kenya Operational Hub’s (KEOH) Head of Support Services, the Operations Manager acts as an advisor to Senior Management on all aspects of Country Office Support Services and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT, transportation and vehicle management, consistent with UNOPS rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the Country Office, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Operations Manager leads and guides the Country Office Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the Country Office, operations staff in other UN Agencies, UNOPS HQs staff and Government officials to successfully deliver operations services.

• 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.
• Country business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Human Resources Management, Procurement, Logistical and ICT services in coordination with Kenya Hub Office to ensure standardization and policy compliance across Provision of training on operational matters to staff and projects, and conduct regular monitoring of proper implementation of SOPs.
• Knowledge building and sharing with regards to management and operations in the Country Office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge networks and communities of practice.
• Management of the Operations & Support Services of the Country Office, namely HR Management, Procurement, Logistical and ICT Services, ensuring the timely delivery of services to projects and programmes under the Country 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 PMs 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.
• Development of the local costs budgets and timely management of payments for Country office pool accounts incl. UN Common Services.
• Active participation/representation of UNOPS on UN’s Operations Management Team (OMT) and follow up on the needed actions/support.

• Country Office compliance with corporate rules and regulations in the field and elaboration of the Country Office  procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
• Elaboration of the Country Office contract strategy including tendering processes and evaluation, managing the contract and contractor, 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 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.

• 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, information provision and learning including e-registry, web-based office management system, etc.

• Establishment and management of a vehicle pool for providing transportation services as required by the Office 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.

• A minimum of least 5 years of relevant experience at management or supervisory level in an international organization or with the government is required
• Previous experience working as an operations specialist (operations manager) is an advantage.
• Skills in advisory services and people management are essential.

• Fluency in written and oral English.  
• Knowledge of second UN working language is desirable.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

 UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Somalia Office

The UNOPS Somalia Office presently manages a significant portfolio of projects in Somalia and has its direct representational and oversight functions in Somalia, while maintaining a technical and administrative support capacity at the hub level in Nairobi. UNOPS works with multiple partners including the Governments of Somalia, bilateral and multilateral donors, and United Nations Agencies, Funds and Programmes.