The
specific duties and responsibilities of the Head of Support Services are as
follows:
1. Project Coordination:
- Supervise
and constantly monitor all aspects of project progress and implementation;
identify and address issues as appropriate;
- Provide
close support to the OHD in the maintenance of monthly updates and quarterly
reviews.
- Provide
close support to the OHD in active management of Project Issue and Risk Logs.
- Support
the initiative to increase the maturity rating of the LKOH.
- Lead
Senior Project Managers/Project Managers (SPMs/PMs) with regard to preparation of budget
revisions/rephasals, Human Resources (HR)/procurement/sub-contracting/travel
workplans, and delivery/revenue and forecasts reports and provision of
updated data for client reporting, among other related activities;
- Lead and manage project management/administration for the
execution of multiple LKOH projects, including Direct Implementation;
- Supervise and manage procurement processes and related
issues as well as provide procurement advice to Director, SPM/PMs and
Buyers/Logisticians, and liaise with
IPAS Group as and when needed;
- Supervise and manage Support Units, i.e. Procurement,
Finance, HR, ICT and Common Services, and ensure compliance of procedures
thereof:
- In coordination with various
Support Unit Heads, prepare workflow processes and procedures for an effective
and efficient processing and tracking of all transactions with clients in
accordance with the UNOPS Internal Control Framework;
-
Provide
necessary advice and support to SPM/PMs during the formulation phase of new
initiatives with focus on quality assurance and quality control of project
documents, costing and cost implications, implementation plan, milestones and
benchmark indicators and adherence to UNOPS project approval processes and
procedures of LKOH;
-
Monitor
and manage through regular meetings and in close coordination with SPM/PMs
overall donor fund contributions (committed and actual), receipt of funds,
commitments and actual expenditures, update status of project activities,
forecasts and business acquisition;
-
Manage
overall LKOH administrative budget expenditures in conjunction with Finance
Manager;
-
Closely
supervise and monitor LKOH POs are duly closed quarterly by all LKOH Atlas
users when possible; minimise use of ULOs;
-
Manage all
Support Units/ Buyers/Logisticians and all Atlas Users so as to ensure
Year-End deadlines set by HQ are duly adhered to;
-
Liaise and
maintain link with UNOPS HQ on required submissions (including HQCPC
submissions and Admin. Asset annual reports) and all corporate related
matters, as well as establish good relations with HQ staff and IPAS Group
members;
-
In
consultation with LKOH Senior Management and in coordination with Support
Units, lead needs analysis; develop strategies aimed at optimizing support
service delivery; and
-
Manage
office procedures and systems to create client-oriented culture in
operational programme and support services.
2. Finance
Unit:
- Oversee compliance with UNOPS financial regulations and
rules and ensure that UNOPS Organisational Directives and Administrative
Instructions are implemented and followed at the Operational Hub (OH) and
projects;
- Advise on audit priorities, coordinate with the UN Board of
External Audit on the annual UNOPS External Audit, follow up on all internal
and external audit issues and ensure appropriate implementation of recommendations;
- Manage audit observations and implement audit
recommendations.
- Report to the IPAS Group on all finance and audit related
matters at the OH and project levels;
- Provide policy interpretation, guidance and advice on
financial matters to the OH Director, SPM/PMs in close cooperation with the
IPAS Group;
- Oversee the daily work of the OH Finance Unit, directly
supervise the OH Finance Manager and provide advice and guidance to the
Finance Manager for the planning organising and supervision of the daily work
of the OH Finance Unit;
- Oversee the preparation of the annual OH administrative
budget, liaise with the IPAS Group on its approval and monitor its
implementation;
- Review project proposals and project agreements, and
provide input on financial aspects to the OH Director, SPM/PMs;
- Supervise and monitor project over-expenditures and the
receipt of project funding and take lead with SPM/PMs on issues;
- Ensure quality assurance, review periodic client and donor
reports prepared by projects;
- Develop Standard Operating Procedures where applicable;
- Manage capacity building;
- Manage any other finance related matters as required by the
IPAS Group.
3. Common
Services:
(A) Common Services
- Ensure all
security related data is reported to UNDSS, as per their request;
- Supervise
proper filing of all documentation in CS Unit;
- Supervise
proper maintenance of asset database for all LKOH projects; ensure periodic
physical inventory of assets in LKOH and field offices, including proper
tagging;
- Provide
admin support to all projects under LKOH;
- Monitor
and ensure weekly Atlas generated reports on status of POs per project are
sent to all Atlas users;
- Supervise
and manage proper data entry in Procurement Tracking sheets;
(B) Procurement Function
In addition to other duties, HSS
will function as procurement focal point in LKOH to manage the procurement
function of Sri Lanka Operational Hub. Duties and responsibilities include:
- Act as
Preclearance Officer (PCO), in the absence of a Procurement Officer, and act
as Procurement Authority/ DOA holder.
- Develop
office procurement plans and strategies in line with UNOPS procurement and
business strategy, using spend analysis, forecasting, market analysis and
risk management tools;
- Establish
and roll out capacity building initiatives in procurement, in close
cooperation and support from IPAS Group;
- Ensure
that procurement done by various projects
is in accordance with UNOPS procurement policies, standard documents
and guidelines and is in line with UN core principles of handling public
procurement;
- Contribute
to UNOPS input to inter-agency initiatives in procurement;
- Manage
procurement needs with clients and stakeholders and demonstrate understanding
of client needs without compromising UNOPS rules and regulations;
- Actively
interact with clients to solicit feedback and gauge client satisfaction;
- Ensure
that Supplier’s Evaluation is conducted regularly for all procurements made
for various projects;
- Establish
and maintain local long term agreements (LTAs) for strategic commodities and services;
- Establish
and maintain a Bid Opening Committee (BOC) at operation center level to
manage bids receipt, opening and receipt of bids through secured bid email
and fax;
- Manage a
central database to ensure establishment of UNOPS statistics for procurement
required for monitoring, reporting and reference to decide thresholds for
submission of cases to review committees;
- Develop
and manage local suppliers roster;
- Ensure
coordination and UNOPS participation in UN Procurement Group (UNPG) at
country level and provide input to inter-agency initiatives in procurement;
- Manage
audit comments and other feedback/queries received from e.g. UNOPS contract
committees;
- Manage
reporting of all procurement activities in Sri Lanka Operational Hub to IPAS
Group;
- Manage services
to clients, keeping them informed of procurement progress;
- Interact
with internal clients and partners to integrate and harmonise procurement
approaches;
- Advise on
procurement policy issues and any other procurement related issues for which
internal clients need assistance;
- Demonstrate
behaviour of professional and personal ethics, transparency and openness, to
gain respect and similar behaviour of colleagues in the workplace;
- Act as a
role model for application of UNOPS policies and principles in procurement.
4. Human
Resources Unit:
- Oversee HR Unit and ensure compliance of procedures and/or
establishment of procedures;
- Oversee
staffing issues within LKOH as required by the project’s demands including
recruitment, training, staff performance review and staff movement within
LKOH;
- Encourage
and develop personnel technical and project management skills and attitude,
manage continued professional development of relevant personnel;
- Ensure HR Unit conducts periodic training and audit of HR
issues in the field;
- Supervise periodic market research on local salary scales;
- Monitor
time allocation of international personnel (FTA/TA and ICA) against relevant
projects; monitor HR database;
- Manage timesheets and travel authorisations of support
team; and
- Ensure required staff reports are submitted to governmental
authorities and UNDSS as required.
5. ICT
Unit:
- Oversee ICT Unit and ensure compliance of procedures and/or
establishment of procedures;
- Ensure proper maintenance of server equipment;
- Ensure IT support is provided to Colombo and field
personnel on all IT related matters;
- Ensure proper coordination between LKOH ICT Unit and HQ;
6. Perform
other related duties, as required.
These include, but not limited to, :
- Assess,
identify training/learning needs, develop periodic training schedule and
organise workshops, meetings to strengthen capacity of LKOH in procurement,
logistics, HR, and Atlas, and thereby ensure smooth implementation and
effective monitoring of project deliveries;
- Support the development of new projects and partnership
development providing advice on operational matters.
- Provide support on the LEAD approval process,
facilitating efficient review and timely clearances and approvals.
- Attend UNCT, SMT at country level on request of OHD
- Manage internal/external audit exercises;
- Provide
strategic, technical and managerial leadership in LKOH’s implementation of
IPSAS;
- Perform
the role of Senior Manager in ATLAS;
- Act as
Officer-in-Charge in the absence of the OHD.
The key
results have impact on the overall economy, efficiency, and effectiveness of
LKOH Operations and support to programme effectiveness, particularly as it
relates to the use of corporate resources in the following areas:
- Financial
Reporting and Services
- Human
Resources
- Procurement
and logistical services
- Programme
Finance support (budgets and expenditure)
- ICT