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.