Operations Specialist [INTERNAL VACANCY]

Job categories Project Management

Vacancy code VA/2017/B5116/14611

Level ICS-10

Department/office ECR, UAMCO, Ukraine MCO

Duty station Kiev, Ukraine

Contract type International ICA

Contract level IICA-2

Duration 1 year initially, renewable

Application period 15-Dec-2017 to 29-Dec-2017

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy has been cancelled.

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Background Information - Job-specific

UNOPS Office in Ukraine is established on the request from President of Ukraine Mr. Petro Poroshenko and in line with the Host Country Agreement with Ukraine signed on November 22, 2016.

The UNOPS Eastern Europe - Ukraine Office is an Operations Center for the delivery of services in Ukraine under Europe and Central Asia Region (ECR). At the same time the UNOPS Eastern Europe - Ukraine Office is expected to perform the role of UNOPS Eastern European Operational Hub as it will be providing support and coordination for UNOPS activities in the sub-region.

The purpose of the UNOPS Eastern Europe - Ukraine Office is to provide efficient and effective delivery of support to development, peace-keeping and humanitarian partners in Ukraine and other countries of the sub-region (Belarus, Moldova, Georgia, Armenia, Azerbaijan) through its national and regional programmes, as well as within the scope of global portfolios.

The UNOPS Eastern Europe - Ukraine Office will strengthen UNOPS capacity to support the Governments of the sub-region in their vital needs related countries development as well as provides better opportunity to access innovative sources of funding through interaction with institutional donors, charity organizations, IFIs, international business associations to implement social, economic, environmental and humanitarian projects in the sub-region.

Under the guidance of the Deputy Head of Office/Head of Operations of the UNOPS Office in Ukraine, the Operations Specialist provides continuous support to the Head of Operations in leading all directions of the Office operations. This includes financial and human resources management, efficient procurement and logistical services, ICT, transportation and vehicle management, and security, consistent with UNOPS rules and regulations. The Operations Specialist also provides advice to the Office management on all operations matters. The main objective of the Operations Specialist’s is to ensure a smooth functioning of the Office, projects operations, 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 Specialist also coordinates all audit activities and acts as the focal point on all audit related issues including audit preparations, audit engagements, responses to audit queries and observations, follow-up on implementation of audit recommendations.

The Operations Specialist guides the Office Operations Team and fosters collaboration within the team, with project staff and project stakeholders. The Operations Specialist works in close collaboration with programme/project teams in the Office, operations staff in other UN Agencies, UNOPS HQs staff and governmental institutions and officials to successfully deliver operations services.

Functional Responsibilities

Summary of Key Functions Ensuring strategic direction of operati...

Summary of Key Functions

Ensuring strategic direction of operations
Financial resources management
Human Resources Management and supervision of the HR team
Efficient procurement and logistical services and supervision of the Procurement team
Efficient ICT services to the Office
Transport and Technical Services
Security-related issues

1. As a member of the Office 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.
Country and sub-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 regards to management and operations in the Office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge networks and communities of practice.
Efficient management of the Operations & Support Services of the Office, namely HR Management, Finance, Procurement, Logistical and ICT Services, ensuring the timely delivery of services to projects and programmes under the 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, liaises and assists with CTA's/PMs and other UN agencies on operational matters to understand the 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;

2. 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 of cost-recovery mechanisms for the Office services provided to projects and UN Agencies, including ensuring preparation of pro-forma invoices for UN agencies.
Organization and oversight of the Office cash management processes, including liquidity management, recommendation of imprest level, 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 UNOPS personnel 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 administrative 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

3. Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:

Development and management of the HR services capacity in the Office.
Office compliance with corporate human resources policies and strategies.
Optimal staffing of the office and projects.
Lead/oversight of recruitment processes in accordance with UNOPS rules and regulations, appropriate use of different contractual modalities, contracts management with appropriate roles in oneUNOPS.
Establishment and maintenance of the proper performance management and staff development systems.
Establishment, implementation and management of a recruitment system for national personnel in accordance to UNOPS HR policies and in collaboration with the relevant sections in UNOPS, undertaking recruitment process for national consultants and administering contracts on behalf of the Office;
Periodic review of staff/personnel 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;

4. Ensures provision of efficient procurement and logistical services and supervision of the Procurement team focusing on achievement of the following results:

Office compliance with corporate rules and regulations in the field and elaboration of the 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 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
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;
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;
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;
Provision of content and procedural guidance on all procurement matters
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.

5. Ensures forward-looking information and communication management 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, information provision and learning including e-registry, web-based office management system, etc.

. 6. 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 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

7. Ensures proper management of security-related issues, focusing on achievement of the following results:

Analysis and identification of potential issues related to security and proposal of strategies and proposal of options to be reviewed by management.
Implementation of a comprehensive security policy for the Office;
Establishment of a security warden system for the Office and a duty roster for after hours response to projects.
Guidance and supervision to the security guards for safeguarding the staff and premises
Preparation of Security Incident Reports when/as required.
Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
Review of security arrangements in light of requirements and ensure the efficient implementation of all recommended measures;

8. Perform other related duties as required.

Education/Experience/Language requirements

Education requirements: Master’s Degree or equivalent in Business Ad...

Competencies

Develops and implements sustainable business strategies, thinks long term and ex...

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Individual Contractor Agreement Contract level: International Spe...

Additional Considerations

THIS IS AN INTERNAL VACANCY FOR WHICH ONLY SERVING UNOPS PERSONNEL ARE ELIGIBLE ...

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuildin...

This vacancy has been cancelled.

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APPLICATION TIPS

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TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

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