Under the guidance of the Deputy Country Director (Operations), the Operations Specialist (Field) acts as an advisor to Senior Management on all aspects of Field Office management and operations. This includes management of financial, human resources, procurement and logistical services and ICT consistent with UNDP rules and regulations. The Operations Specialist (Field) is responsible for providing advisory services and full-fledged operational support to a network of nine UNDP Field operation offices located in remote locations in South Sudan with a total number of about 200 staff members. The Operations Specialist (Field) leads and guides the Field Operations Team comprising the National Field Associates and National Field Finance Associates and other support staff. The Operations Specialist (Field) fosters collaboration within the team, with programme staff and with other UN Agencies and maintains a client-oriented approach. The Operations Specialist (Field) provides high quality advice to Senior Management in managing field operations. The Operations Specialist (Field) works in close collaboration with programme and project teams in the CO, progrmmes and operations staff in other UN Agencies and national authorities to successfully deliver field operations services. |
Summary of key functions: - Ensuring strategic direction of field operations
- Field Office financial management
- Human Resources Management
- Efficient procurement and logistical services
- Information and communication management
- Establishment of partnerships with other UN Agencies at the field level
Ensures the strategic direction of field operations focusing on achievement of the following results: - Full compliance of field operations with UN/UNDP rules, regulations and policies, and monitoring of achievement of results;
- Successfully manage the operational support to the Field Offices by providing fast, efficient, quality advisory services based on business principles;
- Advises senior management on operational issues affecting country programme delivery and overall field office operations;
- Feld Office business processes mapping and establishment of internal Standard Operating
- Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services;
- Constant monitoring and analysis of the field office infrastructure, field operating environment, timely readjustment of the field operations, advise on legal considerations and risk assessment;
- Undertake field visits to monitor and evaluate field operations, participate in periodic program reviews with programme, operations and field offices;
- Support overall management through participation in management meetings within the office to review major field operations, human resources, and programme/field budget;
- In coordination with Field Offices and Country Office, prepare a work plan and ensure its implementation;
- Knowledge building and sharing, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice;
- Assess and identify training needs, develop periodic training schedules and organize workshops to strengthen capacity of field operations team in Procurement, HR and Atlas;
- In coordination with the Field Security Specialist, establish and maintain contingency plans, field security plans and procedures for medical evacuation and other emergencies;
- Ensure operational integrity of the overall field operations.
Ensures effective and accurate field office financial management focusing on achievement of the following results: - Using the Atlas System, manage the Field Offices’ financial management system adhering to UNDP Financial Rules and Regulations. Ensure the financial integrity of the Field Offices through appropriate controls and reporting structures; and follow up on necessary training and orientation;
- Prepare the Field Offices operations support budget and ensure the effective utilization of the allotted financial resources; manage and supervise the accounts and financial transactions, ensure monthly and annual closing of accounts reviewing the completeness of documentation to be submitted;
- Map out the cost recovery mechanism, and ensure its implementation;
- Responsible for the oversight of the management of Field Operational Budgets from the CO perspective;
- Coordinate with the field offices in monitoring of its financial situation, and ensure that allocation and transfer of funds and payments are done in time without delay;
- Member of bank signatory panel for the field office.
Ensures strategic human resources management focusing on achievement of the following results: - Advise Field Offices in the HR management and review staffing requirements;
- Liaise and follow-up with Human Resources Unit, in all aspects of HR management (recruitment process, Issuance of contracts, renewal of contracts, RCA, leave reports, separation);
- Brief newly arrived staff on related administrative formalities and ensure all arrangements are made for onward travel, as applicable;
- Review training needs for Field Operations personnel; make recommendations to Management and liaises with HR Unit in implementing the training plan.
Ensures provision of efficient procurement and logistical services focusing on achievement of the following results: - In close liaison with Procurement Unit, administer and manage contracts for goods, services and works (process requisitions, follow up on quotations, ITBs and RFQs, participate in bid evaluations, ACP and CAP submissions, follow up on POs), and provide guidance in assessing and analyzing current situation of and services for operations needs;
- Promote and monitor the transparency of the procurement and contractual processes, and the use of international best practices;
- Submit monthly business reports to Senior Management; submit individual periodic reports to the projects on the status of the services being delivered and costs;
- Coordinate shipping and delivery arrangements of purchased goods and equipment. Liaise with clients to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries;
- Train and advise field operations staff on UNDP procurement and contracts management to ensure know-how transfer and capacity development of national staff;
- Manage the provision of support services, including travel and logistics, visas and accommodations for the Field Offices;
- Manage the inventory of Field Offices and ensure that proper records are maintained in the Assets Management Module of Atlas;
- Manage the Field Offices’ record management system.
Ensures information and communication management focusing on achievement of the following results:: - Identify office technology needs and oversee maintenance of equipment, software and systems;
- Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries;
- In coordination with Field Offices, prepare Business Continuity Plan and ensure that it is timely implemented.
Establishment of partnerships with other UN Agencies at the field level: - Build strategic partnerships in the implementation of common services at the field level;
- Oversees the effective provision of services including financial, human resources, procurement and logistics, reviews with UN counterparts service requirements;
- Ensures that common services and joint arrangements benefit UNDP in its objective to provide efficient and economical support services to the implementation of the country programme;
- Attend meetings with programmes relating to field operations;
- Manage relationships with and provide support to network of Resident Coordinator Support Offices (RSCO) in field locations.
Impact of Results: The key results have an impact on the overall CO efficiency in field operations and success in introduction and implementation of efficient unit strategies. Accurate, thoroughly researched information, timely and appropriate delivery of services ensure client satisfaction and overall timely delivery of field operations services to UNDP programmes and projects |
Corporate Competencies: - Demonstrates integrity by modeling the UN’s values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Treats all people fairly without favoritism
Functional Competencies: - Planning and Organizing: Proven ability to establish priorities and to plan, coordinate and monitor work plans, be able to respond to competing demands and work under tight deadlines Promotes the vision, mission, and strategic goals of UNDP
- Results-Orientation: Plans and produces quality results to meet established goals; Generates innovative, practical solutions to challenging situations
- Judgment/Decision-Making: Sound judgment in applying technical expertise to resolve a range of issues/problems.
- Technological Awareness: Ability to research environmental issues and operate databases and project management software; Ability to develop spreadsheets and complex text documents.
- Communication: Good written and oral skills, including ability to write clear, concise and meaningful reports; Ability to conduct presentations, articulate options and positions concisely through conveying maximum necessary information;
- Ability to make and defend recommendations. Formulates written information clearly and persuasively. Shares information openly with co-workers and partners while using discretion to protect confidences\
- Teamwork: Proven inter-personal skills and ability to establish and maintain effective working relations with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Recognizes and responds appropriately to the ideas, interests, and concerns of others. Builds trust and engenders morale by displaying open, transparent, and credible behaviour. Respect individual/cultural differences; utilizes diversity to foster teamwork
- Partnering and Networking: Initiates and sustains relationships with key constituents (internal /external /bilateral/ public/ private/ NGO). Communicates sensitively and effectively across different constituencies.Job Knowledge and Expertise: Demonstrates substantive and technical knowledge to meet responsibilities and post requirements. Executes day-to-day tasks systematically and efficiently. Uses Information Technology effectively as a tool and resource. Is motivated and demonstrates a capacity to pursue personal development and learn
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| Education:
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field
Experience: - A minimum of 5 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments. Current knowledge of development issues, policies, as well as social programming policies and procedures in international development cooperation.
- Advanced knowledge of computers, Microsoft packages, AutoCAD
- UNDP Certification programmes : Procurement, HR, Accounting and Finance
Language:
- Fluency in written and spoken English
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