Head of Support Services

Job categories Administration, Finance, Human Resources, Procurement, Leadership

Vacancy code VA/2019/B5007/17436

Level ICS-11

Department/office GPO, GVA, Geneva

Duty station Geneva, Switzerland

Contract type International ICA

Contract level IICA-3

Duration On-going

Application period 25-Feb-2019 to 10-Mar-2019

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 is closed.

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Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peace building, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organisations. With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Based in Geneva, Switzerland, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices in the region, providing management and financial/programmatic oversight of Global and Country specific Portfolios, Clusters and Operations Centres including hosting services, fund management, management advisory services, implementing projects, procuring goods and services and managing human resources.

Geneva office, within the ECR strategy, focuses on fund management, oversight, hosting and management advisory services.

The Head of Support Services is a critical leadership role in Geneva office reporting to the Deputy Director, who provides general guidance and supervision. The role is responsible for providing an efficient and integrated support service for the Geneva office.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Functional Responsibilities

Advisory and technical support Project planning and coordination support...

Advisory and technical support
Project planning and coordination support
Procurement
Financial management
Human resource management
Administration and Information Technology
Knowledge management and innovation

1. Advisory and technical support

Contribute to the formulation of Geneva office strategies and policies through advisory services to the Director of Geneva office.
Provide technical advice and operational guidance on innovative approaches to project financing, risk assessment/mitigation and use of financing structures, mechanisms instruments and guarantees.
Collaborate with colleagues to identify the need, determine cost and plan all Geneva office support services, including procurement, finance, human resources and administrative services.
Assist the Director in setting goals, targets and performance standards for projects, and recommend tools for monitoring, evaluation and auditing
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.
Monitor support services to ensure optimum client service and satisfaction, including liaising with appropriate Head Quarters Practice Groups for required support.
At the request of the Director participate in any UN forum discussions and planning to ensure UNOPS position, interests and priorities are fully considered.
Act as focal point for any internal/external audit exercise.

2. Project planning and coordination support

Provide assistance and support to programme and project budget preparation, revisions and work planning.
Provide input into project engagement and acceptance documents including assisting with contract negotiations.
Provide advice on goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing.
Monitor project financial projections, take decisions and/or refer critical issues to the Director and/or other stakeholders for action.
Provide advice on programme and project cost sharing, deployment of funds and closure.
Constantly monitor and analyse the operating environment to identify potential risks and take action/refer critical issues for intervention to ensure delivery of results.
Closely liaise with the Portfolios/Clusters in order to troubleshoot any issues that might cause interruption in the support services management.

3. Procurement

Oversee and supervise 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.
Evaluate contractual arrangements and legal commitments/risks for appropriate action.
Oversee the efficiency and integrity of the procurement evaluation process to ensure cost-effective procurement of goods and services.
In consultation with relevant colleague, review, administer and issue contracts, agreements/amendments with institutions and UN agencies.
Oversee the logistics of goods and equipment on project sites to confirm delivery and safe warehousing.
Evaluate, list, update and monitor the performance of the roster of service providers of suitable firms or institutions.

5. Financial management

Prepare the Geneva office financial plan and manage the budget process/cycle to ensure timely revisions and reallocation of funds.
Oversee 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 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 OH/OC and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the applicable procedures.

6. Administration and Information Technology

In close collaboration with Headquarters, support 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.
Manage the timely and efficient delivery of all administrative services, (e.g. premises, asset management, organisational and personnel security, travel and IT).

7. Knowledge management and innovation

Contribute to the development and introduction of innovation to ensure UNOPS is continually incorporating best practice approaches in Geneva office support services.
Contribute to the dissemination and sharing of best practices and lessons learned for corporate development planning and knowledge building.
At the request of the Director and in collaboration with the team, plan, implement and organise strategic capacity building of project personnel, clients and stakeholders.

Education

A Master’s degree administration, business administration, procurement, pr...

Experience

A minimum of 7 years of progressively responsible experience in international de...

Languages

Full working knowledge of English is essential. Working knowledge of Frenc...

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. 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

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Additional Considerations

Please note that the closing date is midnight Copenhagen time Applications ...

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful imp...

This vacancy is closed.

Apply

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.

Explore what we offer here.