The
Support Services Manager reports to the Country Manager and leads and guides...
The
Support Services Manager reports to the Country Manager and leads and guides
the Support Services Team in Angola Office, fosters collaboration within the
team as well as the client-oriented approach. The Support Services Manager
works in close collaboration with a number of local internal stakeholders,
relevant partners as well as colleagues in HQ - to successfully deliver
operations services.
The Support Services Manager acts as an advisor to Senior Management on all
aspects of the office management and operations. This includes strategic financial
and human resources management, efficient procurement and logistical services,
ICT, transportation and vehicle management, administration and security, in
accordance with UNOPS rules and regulations. The main purpose of the role is to
ensure the right support is in place for current and upcoming projects,
balancing operational and project priorities, whilst ensuring effective,
efficient and consistent support service provision across the project portfolio
and internally.
Duties and Responsibilities:
1. Operations management
- Management of
the Operations/Support Services of the Office, namely HR Management,
Finance, Procurement, Logistical, Administrative and ICT Services -
facilitating effective, efficient and consistent support service provision
to projects and all activities under the Office.
- Support the
Country Manager in establishing the management targets. Monitor their
achievement.
- Collaborate
with relevant colleagues to identify the need, determine cost and
pro-actively plan all Office support services.
- Monitor and
supervise all aspects of operations to ensure compliance with corporate
strategies, UNOPS rules, regulations, policies, and standards of
accountability, ethics and integrity and achievement of results. Ensure
proper implementation of standards and operating procedures.
- Monitor
effectiveness of support services, to ensure optimum client service and
satisfaction. Drive timely readjustment and improvements of the
operations.
- Seek relevant
input in support, from e.g. HoSS in place for the Multi Country Office,
IPAS, and Practice Groups.
- Act as focal
point for any internal/external audit exercise.
- Supervision
of the Security related matters and ensuring full compliance with UNOPS
security standards and procedures. Implementation of the Business
continuity plan.
2. Project planning and coordination support
- Provide
assistance and support to the project budget preparation, revisions and
work planning.
- Provide input
into the early stages of project engagements.
- Provide advice
on goal setting, targets and performance standards for projects and
recommend tools for monitoring, evaluation, and auditing.
- Provide advice
on project cost sharing, deployment of funds and closure.
- Closely liaise
with the Head of Support Services for the Multi Country Office, in order
to optimize service delivery and address any issues.
3. Procurement and logistics
- Supervise the
Office procurement processes, including tendering processes and evaluation
and supplier selection, to ensure viable procurement solutions that meet
operational needs and compliance with UNOPS procurement procedures,
regulations and standard of accountability, ethics, integrity, and
performance.
- Establishment
of shortlist of suitable contractors/suppliers, and the preparation and
issue of local tenders. Evaluation of bids or proposals received and of
recommendations for contract awards.
- In consultation
with relevant colleague, review, administer and issue contracts,
agreements/amendments.
- Provision of
guidance on all logistics, asset management and procurement matters.
Oversee the logistics of goods and equipment on project sites to confirm
delivery and safe warehousing.
- 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.
- Repair and
maintenance for all equipment including EDP equipment, communication
equipment, vehicles, and generators, etc.
- Building management
and maintenance activities
4. Financial management
- Support the
Country Manager in preparation of the Office financial plan and budget.
Ensure timely revisions and reallocation of funds.
- Oversee the
Support Services finance unit and ensure compliance with the
UNOPS/Financial Rules & Regulations and Finance procedures.
- Monitor, track,
and control expenditure to ensure optimum and appropriate use of financial
resources.
- Ensure the
availability of required financial reports and exception reports including
investigating anomalies to resolve problems, reporting, or recommending
any action required to relevant stakeholders.
- Supervise the
timely review, posting and closure of accounts. Certify/verify accuracy
and compliance with standards of accountability framework. Submit/prepare
mandated report on financial status.
- Supervise all
financial services (accounting, cash management, payments etc.) ensuring
timeliness and compliance with standards of accountability and
performance.
- Monitor the
Management Budget expenditures for the Office and ensure that LMDC
(Locally Managed Direct Cost) is properly recovered, billed, and spent in
accordance with the applicable procedures.
5. Human
Resources management
- Oversee the
Support Services HR Unit
- Ensure the
Office complies with corporate human resources policies, procedures and
that all corporate HR initiatives are correctly implemented.
- Support the
Country Manager in planning personnel required for the optimal
administration of the office and for the delivery of the Office portfolio.
- Oversee all
human resource services/processes including recruitment, salary
administration and compensation, performance review, training, and
development, ensuring compliance with human resource rules, regulations,
procedures, and standards of performance and ensuring that hiring managers
actively seek to create diverse teams in terms of gender and geography.
- Promote and
support a learning culture by empowering individuals and teams to identify
critical learning needs and plan/provide easy access to learning
opportunities to maintain personnel competency and flexibility. Definition
of training plans for personnel involved in the delivery of support
services.
- Foster a
positive work environment, respectful of both men and women, and ensure.
that the highest standards of conduct are observed.
6. Administration and Information Technology (ICT)
- Manage the
timely and efficient delivery of all administrative services, (e.g.,
Centralized project admin, premises, and asset management, organizational
and personnel security, travel, and IT).
- Full compliance
of operations of the Country with UNOPS rules, regulations, and policies,
on administrative matters and supervision of the administrative team.
- Maintenance of
a secure, reliable infrastructure environment for ICT and adequate
planning for disasters and recoveries, supervision of the ICT Associate.
- In close
collaboration with HQ and HoSS for the Multi Country Office, support the
maintenance of a secure and reliable ICT environment, including adequate
plans for disaster recovery.
- Manage the
acquisition, maintenance, inventory, recording, verification and
protection of project and administrative facilities/assets, including IT
infrastructure, equipment, and servers.
- Identify
opportunities for leveraging the use of IT to enhance business operations
and efficiency and to facilitate knowledge management, and information
sharing.
7. Knowledge Management
- Knowledge
building and sharing with regards to management and operations in the
office, synthesis of lessons learnt/best practices, and sound
contributions to UNOPS knowledge management initiatives.
- Development of
tools and platforms for operations and data management, ensuring information
and knowledge sharing with colleagues, clients and partners