UNOPS

Support Services Manager

UNOPS

Support Services Manager

Support Services Manager

UNOPS

Kathmandu
Experience: More than 2 years
Key Skills: Consultation Operations Management Budget Preparation Information And Communications Technology (Ict) Bid Processes

Support Services Manager

Views: 691 | This job is expired 4 days, 23 hours ago

Basic Job Information

Job Category : NGO / INGO / Social work
Job Level : Mid Level
No. of Vacancy/s : [ 1 ]
Employment Type : Full Time
Job Location : Kathmandu
Apply Before(Deadline) : Jun. 10, 2024 23:30 (4 days, 23 hours ago)

Job Specification

Education Level : Graduate (Masters)
Experience Required : More than 2 years
Professional Skill Required : Consultation Operations Management Budget Preparation Information And Communications Tec… Bid Processes

About the job

Application period 28-May-2024 to 11-Jun-2024

Functional Responsibilities:

Functions / Key Results Expected 2. Project planning and coordination support 3. Procurement and logistics 4. Financial management 5. Human Resources management 6. Administration and Information Technology (ICT)  7. Knowledge Management

  • Operations management
  • Project planning and coordination support
  • Procurement and logistics
  • Financial management
  • Human Resources Management
  • Administration and Information Technology
  • Knowledge Management 
  •  Operations management
  • Management of the Operations/Support Services of the SJP Project, 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.
  • Support the Senior Project Manager in establishing the management targets. Monitor their achievement
  • Collaborate with relevant colleagues to identify the need, determine the cost, and proactively plan all project 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 a focal point for any internal/external audit exercise.
  • Supervision of the Security related matters and ensured full compliance with UNOPS security standards and procedures. Implementation of the Business continuity plan.
  • 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 Head of Support Services for the Multi-Country Office, in order to optimize service delivery and address any issues
  • Supervise the SJP Project’s 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 standards of accountability, ethics, integrity, and performance.
  • Establishment of 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 Project 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
  • Support the Senior Project Manager in preparation of the Project’s 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 and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed, and spent in accordance with the applicable procedures.
  • Oversee the Support Services HR Unit
  • Ensure the Project complies with corporate human resources policies, and procedures and that all corporate HR initiatives are correctly implemented 
  • Support the Senior Project Manager in planning personnel required for the optimal administration of the Project and for the delivery of the 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.
  • 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 Project 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 building and sharing with regards to management and operations in the Project, 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 Project directly impacts 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 strengthens its competitive position as a partner of choice in sustainable development and project services in the country served.

Education/Experience/Language requirements:

Education:

  • Master’s Degree or equivalent in 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 management in a large international organisation.
  • Some experience in the UN system organizations, preferably in a developing country, is desirable.

Language Requirements:

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

Think big. Meet challenges head-on. Help people build better lives.

UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us!

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.

This job has expired.

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