Support Services Senior Officer (internal candidates only)

• Coordinate Operations/Support Services of the Office, including HR, Finance, Logistical, Administrative and ICT Services – Support the Senior Operations Manager in establishing the management targets. Monitor their achievement.
• Collaborate with relevant colleagues to identify the need, determine cost and support in planning  all Office support services.
• Monitor 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. Assist  readjustment and improvements of the operations.
• Seek relevant input in support, from e.g. Senior Operations Manager in place for the Multi Country Office, IPAS, and Practice Groups.
• Coordinate Security related matters and ensure 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.
• Support goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing.
• Provide assistance on project cost sharing, deployment of funds and closure.
• Liaise with the Senior Operations manager in order to optimize service delivery and address any issues

3. Logistics

• Assist in  all logistics, asset management and procurement matters related to operations. 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

4. Finance

• Support the Senior Operations Manager in preparation of the Office financial plan and budget. Ensure timely revisions and reallocation of funds.
• Ensure compliance with the UNOPS/Financial Rules & Regulations and Finance procedures.
• Monitor and track expenditure to ensure optimum and appropriate use of financial resources.
• Compile financial reports and exception reports including investigating anomalies to resolve problems, reporting or recommending any action required to relevant stakeholders.
• Coordinate the timely review, posting and closure of accounts. Certify/verify accuracy and compliance with standards of accountability framework. Submit/prepare mandated report on financial status.
• Monitorall 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.

6. Administration and Information Technology (ICT) 

• Ensure 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 project office with UNOPS rules, regulations and policies, on administrative matters and supervision of the administrative team.
• Assist the 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 AUMCO IT, support the maintenance of a secure and reliable ICT environment, including adequate plans for disaster recovery.
• Coordinate the acquisition, maintenance, inventory, recording, verification and protection of project and administrative facilities/assets, including IT infrastructure, equipment and servers.
• Support in identifying 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 Office, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge management initiatives.
• Assist in developing tools and platforms for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners.
• Implement a standard filling and naming protocol for all project and office documents.

8. Team Management

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics 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 2 years of progressively responsible experience in operations management in a large international organisation.
• Some experience in the UN system organisations, preferably in a developing country, is desirable.
• Working experience in a culturally diverse environment is a highly desirable.
• Experience in Procurement is highly desirable.

Language Requirements:

• Fluency in written and oral English is required
• Knowledge of Russian/Uzbek is an asset