To achieve UNGP goals UNOPS is recruiting an Administration
Manager to strengthen UNGP’s operational capabilities in support of UNGP’s
broader transformation in line with its new Terms of Reference.
This role seeks
to i) design, develop, refine and improve administrative processes; ii) provide
operational guidance and support to the staff and teams in UNGP Finland and
across the wider UNGP Network; and iii) ensure adequate administrative systems,
tools and processes are in place which allows UNGP to be operationally agile to
deliver on its goals, mission and vision.
The ideal
candidate feels at ease in a rules-based organisation and is inquisitive and
curious on how better administrative tools, processes and practice can improve
the UN and increase its operational impact.
The role will
involve significant engagement with procurement, finance, partnerships, legal,
HR and operations teams. It will entail
working with a number of internal and external project/portfolio partners and
individual experts. The candidate will
be able to translate complex processes into simple ideas and language and
thrive in working across topics, teams and geographies.
The role is
expected to be process driven but at the same time innovative. For example, the incumbent is expected to
provide advice and proposals on how the UN can improve its operational capacity
in support of a ‘next generation UN’.
The role is based in Helsinki, Finland.
Occasional travel and field missions may be required as conditions
allow.
The incumbent
will work under the supervision of the Lab Manager, UN Global Pulse Finland and
execute the following duties:
- Team Management and Coordination
- Process Development and Management
- Procurement and Partnerships
- Recruitment and Human Resources
- Finance and Operations
1. Team Management and Coordination
●
Develop,
supervise and lead an operations team to serve UN Global Pulse Finland and the
wider the UNGP network.
●
Line manage
and supervise administrative staff.
●
Coordinate
regularly with administration and operations leads in UNOPS and across the UNGP
network.
2. Process Development and Management
● Lead, oversee and manage improvements to increase UNGP network wide
operational capacity, overseeing roles and responsibilities in addition to
developing tools, systems and procedures.
● Lead and execute cost comparison exercises which continue to seek
value for money for the UNGP Network. Present business cases for providers of
goods / supplies /services as required.
3. Procurement and Partnerships
● Lead the coordination of administrative processes for UN Global
Pulse Finland and wider the UNGP network (where applicable), keeping staff
regularly informed on administrative processes, policies, procedures and
options.
● Assist UN Global Pulse Finland and wider the UNGP network with
purchase planning for goods and services including planning, drafting and
dispatching ToR specifications and tenders. (RFQs, RFPs, ITBs, consultancies,
non-PO).
● Map license and other related needs across the network. Lead on procurement for software and other
licenses.
● Support the Partnerships Specialist in developing modalities for
partnership creation and management.
4. Recruitment and Human Resources
●
Coordinate
and be the focal point for all UNGP Finland-funded recruitment. Support teams on the creation of staff Terms of References
and guide teams through the recruitment process.
●
Continuously
track and provide proposals for improving/refining the recruitment process.
Ensure efficiency and effectiveness across all recruitment processes.
● Manage and continuously refine the network wide onboarding and
separation processes.
● Create, execute, manage and follow up on UNGP’s staff engagement
survey.
● Provide additional advice and guidance on HR policies and processes
as required.
5. Finance and Operations
● Lead and oversee the development of Finland Lab budgets for all
Contribution Agreements and their amendments.
● Support UNOPS on the development and submission of Finland Lab
budgets for Financing Agreements and their amendments.
● Supervise administrative staff to regularly track and report on
budget balances and spend. Monitor and
analyze detailed budget lines against approved budgets including any earmarked
funding.
● Lead and organize regular budget progress and planning meetings with
staff/project teams as necessary. Lead
annual budgeting exercises with project/portfolio teams.
Impact of Results
The incumbent
will help UNGP to establish systems, processes and tools to increase its
operational impact. This includes an
improved administrative and operational backbone to enable UNGP to become more
agile, lean and responsive in support of its work on strategic foresight and
innovation scaling.
UNGP will improve the way it designs, manages
and delivers its operations. Tools,
processes, best practice will be shared across UNGP offices so the role will
have an ‘across the network’ impact.