Support Services Manager

• Management of the Operations/Support Services of the Project 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 Project Office.
• Support the Country Manager in establishing the management targets. Monitor their  achievementCollaborate with relevant colleagues to identify the need, determine cost and pro-actively plan  all Project 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.
• Represent UNOPS in relevant support services discussions across the UN and other platforms e.g. OMT;
• Act as a 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
• Act as business developer, and oversee your teams role as business developer for support function related projects (e.g. procurement, HR services, financial services, back office services)
• 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 Project 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.
• Establish a 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. 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 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 Project 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
• 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. Submit/prepare mandated reports 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 Project Office and ensure that LMDC  (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the  applicable procedures.

 Human Resources management 

• Oversee the Support Services HR Unit
• Ensure the Project Office complies 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 Project 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 Project 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
• Engage in wider organisational change and process improvement management

Impact of Results  The effective and successful achievement of results by the Support Services Manager for the Project Office directly impact on the development and performance of the projects, visibility and image of the UNOPS as an effective service provider in project services and management and consequently  strengthen its competitive position as a partner of choice in sustainable development and project  services in the country served.

• Master’s Degree or equivalent in Project Management, Business Administration,  Public Administration, Finance, Economics, HR or related field.
• A combination of a Bachelor’s degree with an additional 2 years  of relevant work experience may be accepted in lieu of the  education requirements outlined above.

Experience:

• A minimum of 5 years of progressively responsible experience  in operations and/or project management in a large international organisation. Some experience in the UN system organisations, preferably in a developing country, is desirable.

Language Requirements:

• Fluency in written and oral English required.
• Fluency in national language Urdu is preferred
• Knowledge of  another official UNOPS language is an asset