Operations Manager

The Central African Republic (CAR) is a highly fragile country with a history of recurrent conflict, the most recent of which took place in 2013 between multiple armed groups. The violence that followed the 2013 crisis greatly damaged public assets and infrastructure, disrupted service delivery, further weakened the social fabric, and exacerbated people’s poverty and vulnerability to shocks. As a result, roughly one-quarter of the population was internally displaced or had to flee as refugees to neighboring countries. Forced displacement has disrupted livelihoods, depleted the assets of the poor, and put an additional strain on service delivery in areas of displacement.

Improvements in the security situation have resulted in the voluntary return of displaced populations, primarily in the northwest and southwest of the country. It is estimated that about 15 to 20 percent of the displaced population has returned spontaneously. However, the return of the displaced to the areas of origin remains fragile and dependent on the overall security situation. The reintegration of displaced populations and provision of social safety nets is a short term priority and essential to the stabilization and economic revitalization of the country.

To this end, the World Bank is supporting the Government of CAR to increase access to basic services, infrastructure and safety nets by communities affected by forced displacement. The project – PACAD- is implemented through UNOPS and includes 3 components:

- Access to basic services and infrastructure: the objective of this component is to improve access by communities affected by displacement to basic services and infrastructure by financing the construction and rehabilitation of infrastructure

- Safety nets: The objective of this component is to provide timely and regular cash transfers (CT) to selected households.

- Community mobilization, capacity building, technical assistance, and project management This component will cover the costs associated with community mobilization and accompanying measures foreseen for components 1 and 2, capacity building, technical assistance to national and local institutions and costs associated with project management.

Located in Kinshasa, DRC the UNOPS office in Central Africa covers the DRC, CAR and RC. The office has developed a strong working relations with the international partners, UN agencies including UN Missions and Governments of Central Africa over the years. It provides technical support and capacity building in strategic development areas including infrastructure rehabilitation and development across health, education, public works, governance/public administration sectors; procurement, project management and sectoral advisory services; peace and security, environmental preservation and protection among others.

Under the direct supervision of the CAR Head of Office and the PACAD Project Manager, and in accordance with UNOPS policies, procedures and practices, the Operations Specialist will be accountable for the following duties:

Functional Responsibilities

Summary of Key Functions 

• Strategic direction of operations
• Financial and fund management
• Human Resources management and supervision of the HR team
• Procurement and logistical services and supervision of the Procurement team
• Information and communication management and supervision of ICT team
• Transport and Technical Services
• Security-related issues.
• PACAD Project support

1- As a member of the Management team, ensures the strategic direction of operations focusing on achievement of the following results:

• Full compliance of operations of the Country with UNOPS rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
• Knowledge building and sharing with regards to management and operations in the Project, 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, Finance, Procurement, Logistical, ICT Services and Security aspects, ensuring the timely delivery of services.
• 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, 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.
• Ensuring compliance with defined communication lines with CDOH in Kinshasa.
• Regular active participation in OMT meetings.

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

• Project compliance with corporate human resources policies and strategies.
• Draft and monitoring of recruitment plan for the Project/Programme in CAR.
• Oversight of recruitment processes of local and international positions within the project in accordance with UNOPS rules and regulations, appropriate use of different contractual modalities, contracts management.
• Establishment and maintenance of the proper performance management and staff development systems.
• As a focal point in HR, follow-up on all transactional matters and keeping up to date all statistical relevant data, in collaboration with the CDOH Hub in Kinshasa.
• Definition of training plans for personnel involved in the delivery of support services.
• Management of the movement of personnel into and within the duty station.

3- Ensures provision of efficient procurement and logistical services focusing on achievement of the following results:

• Full compliance to the corporate rules and regulations in elaboration of procurement strategies, including suppliers sourcing, appraisal, contract awards and performance assessment, adhering to the quality management systems, customer relationship management and performance measurement
• In cooperation with CDOH Procurement Unit development and implementation of a procurement management system that helps the project procurement planning, needs identification, suppliers management, administering and monitoring of contract and performance matters and all other matters related to the procurement in accordance with UNOPS Procurement Manual
• Based on the project needs assessment, supervise procurement implementation progress, preparation of bidding documents following different types of competition, establishment of lists of recommendable suppliers, following successful performance.  Together with the requesting programme component, participating at evaluation and recommendations for contract awards
• Establishment and running of an effective contract management control tool within CAR Project/Programme
• Provision of guidance on all procurement matters in cooperation with CDOH Procurement unit
• Development and implementation of a comprehensive supply chain and logistic systems in accordance with UNOPS procedures
• Ensure the effective asset management system processes and procedures are at place in accordance with UNOPS Assets management policies, including movement and location of the project assigned equipment.
• Management of the Logistics unit of the Country Office and implementation of the Hub logistics SOPs (Fleet, maintenance of offices…)

4- Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:

• Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.

5- 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
• Ensuring full compliance to MOSS and MORSS requirements
• Implementation of the Business continuity plan
• Implementation of a comprehensive security policy for the Country Office in each area of operations
• Guidance and supervision to the security guards for safeguarding the staff and premises
• In coordination with the Hub security officer, Preparation of Security Incident Reports whenever needed
• Update of security briefing note and briefing of staff / visitors on security-related matters.

7. Ensures PACAD project support, especially the financial management of the project.

• Manage information flows on project implementation and oversee change controls, risk registers and issue
• Work with Project manager to identify and manage risks.
• Supervise the maintenance of all supporting project financial documents for audit and review processes.
• Ensure accurate data entry into One UNOPS system.
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
• Process direct payments and advance requests and prepare project budget revisions.
• Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
• Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the Project Manager or any financial shortfalls and over-expenditures.
• Propose budget revision and initiate corrective action when necessary.
• Support the Project Manager in maintaining the following:

i. Electronic Blue File,

ii. Procurement, HR and Finance files as required by Organizational Directive (OD) 12.

Impact of Results

The key results have an impact on the overall economy, efficiency, and effectiveness of the Project operations as it relates to the use of corporate resources in the following areas:

• Human Resources
• Procurement and logistical services
• ICT
• Security

• Master’s Degree or equivalent in Business Administration, Management, Public Administration, Finance, Economics or related field.
• A first-level university degree with a combination 2 additional years of relevant professional experience related to the nature of the position may be accepted in lieu of an advanced university degree.

• 5 years of relevant experience at the national or international level in managing various fields of operations in International organizations is required.
•  Experience in Implementation of community based and infrastructure projects an asset
• Strong planning skills are an asset as well.

• Substantial field based experience and demonstrated delivery of projects and programme in conflict and/or post conflict situations.
• Previous experience of United Nations Mission contexts is an advantage.
• Preferably PRINCE2 Practitioner and MSP Practitioner certified.
• Previous management experience within UNOPS a key advantage.

• Fluency in French and English is required.

• 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.
• Qualified female candidates are strongly encouraged to apply.
• 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.