Business Operation & Coordination Consultant

Result of Service

Under the overall guidance of the Chair and of the Operations Management Team (OMT) and Team Leader of the Resident Coordinator Office (RCO) the Business Operations and Coordination Consultant will support the OMT with day-to-day coordination with OMT members to advance the efficiency agenda.

Work Location

Suva, Fiji

Expected duration

03 June 24- 02 June 25

Duties and Responsibilities

The Business Operation & Coordination Consultant will be required to: Coordinate the implementation of BOS activities through data collection and analysis and timely information sharing with BOS taskforce and OMT and its working groups; Provide the BOS taskforce with required data for developing, implementing and monitoring BOS and working closely with OMT and its working groups and give, administrative and logistical support for the successful preparation of the BOS, including follow ups, populating of operations platform with required data; Work with the OMT and its working group chairpersons to make sure the adequate administrative support is provided for the timely delivering of the agency/inter-agency inputs for the different BOS processes; Prepare reports to DOCO/HQ on BOS implementation and inputs to RC’s Annual Report Coordinate capacity building workshops pertaining to furthering of BOS at different stages. a) Upgrading of approved BOS by working with OMT and its working groups to conduct surveys on common services for the designated service line(s) focusing on achievement of the following results: Conduct assessment of the BOS implementation, results and existing common services and identifying areas where these services can be improved and costs reduced; Work on furthering BOS to expand to other operations areas to reach greater collaboration and larger cost avoidance for UN agencies, more common back office, UN Common House; Support the preparation of feasibility studies and cost-benefit analyses. b) Ensure efficient common services support, focusing on achievement of the following results: Preparation of common services budget for the premises, other administrative services rendered to UN agencies and obtaining approval of the budget. Support budget preparation for UN Clinic and Security and other common activities funded by UN agencies. Organization of procurement processes for common services, including preparation of ToRs, specifications for RFQs, ITBs or RFPs, their evaluations. Oversight and management of contracts for common services, ensuring fully satisfactory performance by contractors. Facilitation of common services/office space management to ensure integrated activities on common services. Secretariat for common services and liaison with common premises management tracking maintenance, cleaning and gardening, and other common services. Prompt reporting and investigation of cases of any accidents, damage, loss or theft of items taking place on the UN premises. Support BOS priority areas including environmental procurement, gender and disability procurement in line with the UN Gender and Disability SWAP priorities. Support to the Crisis Management Team in logistics, travel and other emergency support required. c) Act as a fully functioning Secretariat for the OMT: Regularly update the LTA database and HR roster within the relevant systems; Lead on supporting all agencies to participate in the implementation of the Common Back Office as a priority for UNCT; Prepare for OMT meetings and support OMT, OMT Working Groups and BOS taskforce as necessary; Coordinate finalization/approval and monitoring of Annual work plan of OMT; Update the OMT and OMT working groups progress and minutes of the meetings in OMT records; and Undertake any other activities assigned by the Chair/Co-Chair of the OMT. d) Act as fully functional Secretariat to the Interagency Occupational Health and Safety Working Group Support the work of the Interagency WG through secretariat support, including drafting agenda and minutes of meetings, follow up on action points and implementation of decisions. e) Support the RCO with day-to-day coordination with counterparts to advance the efficiency agenda: Coordinate between UN Agencies, Government and relevant counterparts to promote a One UN approach towards programme and operational coordination; Support the RCO with piloting innovative tools that will enhance operational coordination; Supports the roll out of existing initiatives that support the efficiency agenda; Undertake any other interagency operations related activities assigned by the RCO Team Leader. f) Support OMT and RCO in knowledge management: Actively participate in regional and global fora on efficiencies representing MCO Fiji; Identify lessons learned and best practice and share it regularly in local, global and regional forum; Closely coordinate and exchange best practice with other 2 OMTs in the Pacific; Undertake any other interagency operations related activities assigned by the RCO Team Leader. g) Provide any additional support that might be required.

Qualifications/special skills

Master’s degree in the field of Business, Public Administration, Economics, Political or Social Science or other relevant fields with the required number of years OR; Bachelor’s degree in the field of Business, Public Administration, Economics, Political or Social Science or other relevant fields with the required number of years can be considered. Fully proficient computer skills and use of relevant software and other applications, e.g. word processing, spreadsheets, internet, power point and experience in handling of web-based management systems. Ability to undertake extensive research. Demonstrated strong analytical oral and written communication skills. Ability to engage effectively with other implementing agencies supporting the respective UN agencies, development partners, civil society organizations, the private sector, etc. Good understanding of the governance structure and systems in Pacific, including the current political economy context. Proven experience in the use of office IT applications, incl. MS Office packages. Demonstrated prior experience with the UN system (with a specific focus on experience with the RCO) would be considered an advantage. Evidence of strong research and analytical skills. Experience handling general project administration and management of logistics. Proven knowledge in office procurement, finance, HR/Admin and common services. Strong diplomatic skills and capacity to build and maintain partnerships with a number of stakeholders (UN Agencies, Government entities, other development partners and the private sector). Excellent interpersonal skills, proven networking, teambuilding, organizational and communication skills. Seeks and applies knowledge, information and best practices inside and outside the UN. Ability and sensitivity to work with a wide cross-section of partners, including Government, I/NGOs and private sector. A self-starter, able to inspire and influence action and work under pressure. Consistently approaches work with energy and a positive, constructive attitude. Demonstrates openness to change and ability to manage complexities. Ability to handle sensitive information with confidentiality.

Languages

Fluency of English language is required.

Additional Information

Masters in the relevant field with at 2 years of proven working experience in providing coordination, administrative and operational support is required OR; Bachelors in the relevant field with at least 4 years of proven working experience in providing coordination, administrative and operational support can be considered

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.