Support Services Manager, IICA-2, Port Moresby – Papua New Guinea

UNOPS South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

UNOPS in Papua New Guinea

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

Functions / Key Results Expected:

1. Operations management/Support Services Management
2. Project planning and coordination support
3. Procurement and logistics
4. Financial management
5. Human Resources Management
6. Administration and Information Technology
7. Knowledge Management

Note: Currently the SU structure in PNG only has separate Procurement and Admin/ICT business streams with dedicated personnel. As the office continues to grow, positions in the other business streams may be established in the country. Until then, the Support Services Manager shall be expected to closely work with the relevant MCO level business streams to ensure timely provision of HR and Transactional Finance support in the country.

1. 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.

2. 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

3. 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

4. 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.
• Submit/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.

5. 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.

6. 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.

7. 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

Impact of Results

The effective and successful achievement of results by the Support Services Manager for the PNG 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.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

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

Contract type, level and duration

• Contract type: International Individual Contract Agreement (IICA)
• Contract level: ICS-10/IICA-2
• Contract duration: Open-ended and subject to organizational requirements, availability of funds and satisfactory performance.
• Duty Station: Port Moresby, Papua New Guinea. Port Moresby is a family duty station

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Disclaimer: If the selected candidate is a national of the duty station, a Local Individual contractor Agreement will be issued.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.