Support Services Manager

tendersglobal.net

Job Description

The EAPMCO Papua New Guinea was established in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.

As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time. Working with an increasing number of development partners, in 2023 EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people. There are a number of projects currently in the pipeline which will expand the portfolio of existing projects for the office.

Support Services Manager role:

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.

Under the guidance and direct supervision of the Head of Support Services based in Thailand, the Support Services Manager has collaborative reporting to the Country Manager at the country level and the Support Services business stream leads at the MCO level. The incumbent leads and guides the Support Services Team in the PNG Project Office, fosters collaboration within the team as well as with clients, counterparts and partners, ensuring a client-oriented approach. S/he ensures the delivery of efficient, quality, relevant and compliant support services. The Support Services Manager works in close collaboration with a number of local internal stakeholders, relevant partners as well as colleagues in HQ – to successfully deliver operations services.

The Support Services Manager acts as an advisor to the HoSS and Country Manager on all aspects of the office management and operations in the EAPMCO Papua New Guinea Office. These include strategic, operational and tactical management of services which include Finance, Human Resources, Procurement and Logistics, General Admin (ICT, Transportation, Travel, Assets, Premises, Utilities and Facilities) and Security.

Functional Responsibilities:

Operations management/Support Services Management
Project planning and coordination support
Procurement and logistics
Financial management
Human Resources Management
Administration and Information Technology
Knowledge Management

Operations management/Support Services Management:

Management of the Operations/Support Services of the PNG 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 and HoSS in establishing the management targets and 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. HoSS in place for the Multi Country Office, IPAS, and Practice Groups.
Act as focal point for any internal/external audit exercise.
Supervision of the Security related matters and ensuring full compliance with UNOPS security standards and procedures. Implementation of the Business continuity plan.

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 HoSS for the Multi Country Office, in order to optimize service delivery and address any issues

Procurement and logistics:

Supervise the PNG 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 colleague, review, administer and issue contracts, agreements/amendments.
Provision of guidance on all logistics, asset management and procurement matters. Oversee 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 PNG 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 and HoSS in preparation of the PNG Office financial plan and budget. Ensure timely revisions and reallocation of funds.
Oversee the Support Services finance unit and ensure compliance with the UNOPS/Financial Rules & Regulations and Finance procedures (when established)
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 stakeholders.
Supervise the timely review, posting, and closure of accounts. Certify/verify accuracy and compliance with standards of accountability framework.
/prepare mandated and ad-hoc reports on financial matters.
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:

As indicated under “Functional Responsibilities” above, the business stream is yet to be established but the incumbent is expected to work closely with the MCO HR business stream to ensure the following:
Oversee the Support Services HR Unit (only when established)
Ensure the PNG Office complies with corporate human resources policies, procedures and that all corporate HR initiatives are correctly implemented
Support the Country Manager and HoSS in planning personnel required for the optimal administration of the PNG office and for the delivery of the PNG Office portfolio
Oversee 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
Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Administration and Information Technology ICT:

Manage the timely and efficient delivery of all administrative services, (e.g. centralized project admin, premises and asset management, organizational and personnel security, travel 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 leveraging 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 PNG 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

Education/Experience/Language requirements:

Education:

Advanced University degree or equivalent preferably in Business Administration, Public Administration, Finance, Economics, HR or related field.
A combination of Bachelor’s degree with an additional two (2) years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Experience:

A minimum of five (5) years of relevant experience in operations management (Finance, Procurement, HR, General Admin) in a large international organisation in combination with a relevant advanced degree is required.
Experience in 2 or more of the operations management functions indicated immediately above is an added advantage.
Experience managing a team of direct reports is required.
Experience working in a hardship duty station is an advantage.
Experience/knowledge of Google Suite products, especially google forms, sheets, docs and slides is an asset.
Some experience in the UN system organisations, preferably in a developing country, is desirable.

Language:

Full Working Knowledge of English is required.
Knowledge of another official UNOPS language is an asset

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27256#3

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