Support Services Manager

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Description

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The Support Services Manager acts as an advisor to Senior Management on all aspects of the office management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT, transportation and vehicle management and administration in accordance with UNOPS rules and regulations. The main purpose of the role is to ensure the right support is in place for current and upcoming projects, balancing operational and project priorities, whilst ensuring effective, efficient and consistent support service provision across the project portfolio and internally.

 Functional Responsibilities

Functions / Key Results Expected

Support Services management

• Management of the Operations/Support Services of the Office, namely HR Management, Finance, Procurement, Logistical, Administrative and ICT Services – facilitating effective, efficient and consistent support service provision to projects and all activities under the Office.
• Support the Country Manager in establishing the management targets. Monitor their achievement
• Collaborate with relevant colleagues to identify the need, determine cost and pro-actively plan all Office support services. 
• 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. Ensure proper implementation of standards and operating procedures
• Monitor effectiveness of support services, to ensure optimum client service and satisfaction. Drive timely readjustment and improvements of the operations.

• Seek relevant input in support, from e.g. Head of Support Services (HoOS) in place for the Multi Country Office, IPAS, and Practice Groups.
• Act as focal point for any internal/external audit exercise.

Project planning and coordination support

• Provide assistance and support to the project budget preparation, revisions and work planning
• Provide input into the early stages of project engagements
• Provide advice on goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing.
• Provide advice on project cost sharing, deployment of funds and closure.
• Closely liaise with the Head of Support Services for the Multi Country Office, in order to optimize service delivery and address any issues

Procurement and logistics

• Supervise the Office 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.

• Establishment of shortlist of suitable contractors/suppliers, and the preparation and issue of local tenders. Evaluation of bids or proposals received and of recommendations for contract awards.

• In consultation with relevant colleagues, review, administer and issue contracts, agreements/amendments.

• Provision of guidance on all logistics, asset management and procurement matters. Supervise the logistics of goods and equipment on project sites to confirm delivery and safe warehousing.
• 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;

• Repair and maintenance for all equipment including EDP equipment, communications equipment, vehicles and generators, etc.
• Building management and maintenance activities

Financial management

• Support the Country Manager in preparation of the Office financial plan and budget. Ensure timely revisions and reallocation of funds.
• Supervise the Support Services 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 financial 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 partners.
• Supervise the timely review, posting and closure of accounts. Certify/verify accuracy and compliance with standards of accountability framework. Submit/prepare a 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 Office and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the applicable procedures

Human Resources Management

• Supervise the Support Services HR Unit

• Ensure the Office follows with corporate human resources policies, procedures and that all corporate HR initiatives are correctly implemented 

• Support the Country Manager in planning personnel required for the optimal administration of the office and for the delivery of the Office portfolio

• Supervise all human resource services/processes including recruitment, salary administration and compensation, performance review, training and development, ensuring compliance with human resource rules, regulations, procedures and standards of performance and ensuring that hiring managers actively seek to create diverse teams in terms of gender and geography.
• Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility. Definition of training plans for personnel involved in the delivery of support services
• Cultivate a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Administration and Information Technology

• Manage the timely and efficient delivery of all administrative services, (e.g. centralized project admin, premises and asset management, organizational and IT).
• Full compliance of operations of the Country with UNOPS rules, regulations and policies, on administrative matters and supervision of the administrative team.
• Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries, supervision of the ICT Associate.
• In close collaboration with HQ and HoSS for the Multi Country Office, support the 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 demonstrating the use of IT to enhance business operations and efficiency and to facilitate knowledge management, and information sharing.

Knowledge Management

• Knowledge building and sharing with regards to management and operations in the Office, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge management initiatives.
• Development of tools and platforms for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27671#1

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