In
support of senior management, he/she coordinates and advice to ensure
operati...
In
support of senior management, he/she coordinates and advice to ensure
operational effectiveness, focusing on achievement of the following tasks:
- Effective
implementation of corporate directives, guidelines and strategies, and
establishment of relevant management targets, as well as monitoring of
achievements/results in the field of support services and operations
management;
- Provides
support to UNOPS programmes regarding their operational arrangements, including
financial guarantees, and innovative approaches to finance private and public
sector projects, as well as risk assessment and mitigation;
- Support
the Management and the Locally Managed
Direct Costs budgets expenditures for Sudan Office in conjunction with
Finance;
- Maintains oversight over UNOPS’s financial position and financial projections,
and escalates any exceptions and issues to senior management in a timely
manner;
- Actively
supports knowledge building and sharing to promote implementation of
international best practices in management and operations;
- Coordinate
and provide input on the creation and
implementation of Standard Operating Procedures (SOPs) and workflows to review
and improve operational processes and procedures;
- Builds
staff capacity in operations and produces lessons learned to rectify future
operational issues.
Assists with effective project
implementation and delivery, focusing on achievement of the following tasks:
- Support
the Head of Office and relevant units in
the review of the operational aspects of proposed projects, including implementation
plans, cost implications, and identifies milestones to ensure success;
- Support
and Coordinate the Head of Office,
Infrastructure Team Leader, Project Management Officer, and ETOH Head of
Support Services, with determining support services required for providing
support to projects and activities and setting goals, targets and performance
standard for projects;
- Reviews,
monitors and evaluates the existing arrangements to improve service quality and
cost-efficiency;
- Assists
the Infrastructure Team Leader, Project Management Officer, and the Project
Managers in the preparation of project budgets and revisions, as well as
operational work plans and provides advice on the direct costs that should be
included in various project budgets to cover office costs;
- Analyses
project budgets and revisions, advises programmes and projects with regards to
the deployment of funds, and issues such as project inception and closure;
- Negotiate
with service providers in the framework of relevant office and project
activities and report to the Head of Office;
- Provides
substantive inputs for the preparation/finalization of documents for project
engagement and acceptance, including project documents, detailed project
budgets, deliverable work plans (procurement and staffing), ToRs, MoUs or
Letters of Agreement, Implementation Analysis Notes(IAN);Monitors donor fund
contributions (committed and actual), receipt of funds, commitments and actual
expenditures, update status, forecast and business acquisition;
- Aligns
office procedures and systems to create a client-oriented culture in provision
of operational support services.
On behalf of the Head of Office, contribute and participate in all relevant
working groups within UNCT and UNDSS regarding common services, and works to
make sure that all operational procedures and practices are in line with
UN/UNOPS rules, including country security plan;
- Responsible
for ensuring the efficient and timely delivery of support services to UNOPS
activities, including projects and programmes, including provision of common
services through the UN Country Team and other partners;
- Participates
in and contributes to the relevant UN Country Team activities, including but
not limited to the Operations Management Team (OMT) and common operations/services
meetings to enhance coordination and cooperation with other UN organizations;
- Support full implementation of the UN Minimum Operating Security Standards (MOSS) for
duty stations with UNOPS presence, as well as creation and implementation of a
Business Continuity Plan (BCP);
- Organize
and Coordinate the provision of support
services to projects and programmes, including finance/admin, HR, procurement
and logistics;
- Serves
as an interface between projects and ETOH management on all administrative
issues (including HR, admin, legal, security, finance and procurement);
- Ensures
that UNOPS rules and procedures are dully applied in all support services and
operations areas, support the Head of Office and ETOH Head of Support Services
with compliance issues, including following up on and implementing audit
recommendations.
Ensures effective and
accurate financial resources management, and support the Finance Unit, focusing on achievement of
the following tasks:
- Provide
support in the management of the Finance
Unit and ensures compliance to UNOPS Financial Rules & Regulations and
finance procedures, liaises with ETOH Finance, IPAS Finance and Finance
Practice Group as required to resolve issues and challenges;
- Closely
monitors and ensures that Sudan Office POs are duly reviewed/closed quarterly
by all ETOH OneUNOPS users, as applicable;
- Monitors
status of management and LMDC budgets as well as project budgets, and ensure
that budget revisions are done on time and in line with UNOPS procedures;
- Ensures
that all relevant internal and control mechanisms in projects are duly
established and implemented;
- Oversees
the proper recording of all project and office assets in the Sudan Office;
- Ensure
coordination with ETOH Finance and ensure that Sudan finance unit, all support
staff/buyers/logisticians and oneUNOPS users, adhere to year-end reporting
requirements and deadlines set by the UNOPS HQ.
Ensures provision of
efficient procurement, administration and logistics services, and Support the Procurement Unit, as well as work of the
administration personnel, focusing on achievement of the following results:
- Provide
support in the management of procurement
of the relevant office supplies in a quality and timely manner, as well as
procurement activities to be undertaken in support of projects and programmes;
- Liaises
with ETOH Procurement through HoSS, IPAS Procurement and Sustainable
Procurement Practice Group as required to resolve issues and challenges;
- Support
in reviewing the ITBs and RFQs before
their finalization, and ITB/RFP bidding documents prior to launching tenders to
ensure bidding documents are in compliance with UNOPS procurement procedures;
- Participate
in bid opening events to ensure UNOPS procurement procedures are duly followed
during events, monitors receipt of offers, late submissions, and submission of
bank guarantees to the Finance Unit, for proper financial management;
- Reviews
the Terms of Reference for vendors and consultants, ensure the evaluation and
updates of the rosters for vendors and consultants based on performance;
- Review
evaluation of proposals received, recommendations for contract awards, and
participate in negotiations with successful bidders as and when required;
- Reviews
and clears contract documents and agreements with partner institutions and UN
agencies;
- Oversee
the administration of contracts and agreements as well as processing of
amendments, as required;
- Oversee
and facilitate obtaining of visas, registration, travel permits and other
relevant government documents for UNOPS staff and contractors through regular
interaction with HAC and the Ministry of Foreign Affairs;
- Ensure
provision of relevant transport services required by the office and projects,
including management oversight for the office vehicle pool in line with UNOPS
rules and procedures, such as implementation of a system to ensure that use and
conditions of vehicles are recorded as appropriate;
- Supervises
office security/administration personnel, and provision of facilities management
services including maintenance and cleaning of office premises and space, and
coordinates purchase of utilities such as electricity, water, phone and
internet lines, fuel for vehicles and generators and security guards
management.
Ensures
strategic human resources management, and support the HR team, focusing on achievement of the
following results:
- Provide support in the management of the HR Unit, and ensures compliance to
procedures; liaises with ETOH HR, IPAS HR and People and Change Practice Group
as required to resolve issues and challenges;
- Follow
up the overall HR and talent management
of UNOPS Sudan office and projects, including but not limited to recruitment,
orientation, training, performance management, and issue management of staff
and consultants;
- Supports
periodic market research on local salary scales, and other corporate reporting
requirements;
- Provide
support in the preparation of a learning
plan for UNOPS personnel based on business needs and capacity issues;
- Contributes
to staff capacity through training, coaching and mentoring on relevant HR and
operations issues.
Work towards improving the quality of information and communication services,
and support the ICT services, focusing
on achievement of the following tasks:
- With
the coordination to the Hub ICT unit the Support Service Officer monitors the ICT services provided and ensure
compliance to procedures, in association with the Corporate Support Practice
Group as needed;
- Ensure
proper maintenance of server equipment, computers/laptops, and other ICT
equipment owned by the office or projects;
- Makes
sure that UNOPS units, personnel and projects are provided with the required
ICT services and equipment to fulfil their duties and responsibilities in an
effective manner;
- Perform
other duties as required, including coordinating the review and upgrading of
the UNOPS ICT infrastructure.