Operations Support Services Analyst

As part of the UN country team in Sudan, UNDP aims to contribute to the significant reduction of extreme poverty throughout the country and to support the establishment of a critical mass among Sudan’s people that is ready and able to engage in the development process of the country. In line with the overarching SDG goal “Leave No One Behind” (embedded among others in SDGs 1, 5,10 and 13) UNDP programme interventions will target localities characterized by high levels of poverty and exclusion and / or affected by conflict.

Country office vision is to strengthen resilience and prompt inclusive sustainable development in Sudan. This vision is fully aligned with UNDP’s corporate Strategic Plan as well as with the UNDAF currently being developed and embedded in the global SDG framework.

To that end, UNDP will support stabilization and governance for peace as well as environmentally sustainable development and Poverty Alleviation Program.  UNDP pays particular attention to the inclusion of marginalized groups, including women and youth representing the most promising potential for change in Sudan.

Under the overall guidance and direct supervision of the DRR (Operations), the Operations Support Services (OSS) Analyst is responsible for various operational matters, including travel, transportation, facilities management and protocol. He/she analyzes and interprets operations related rules and regulations and provides solutions to a wide spectrum of complex operational issues. The OSS Manager promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

He/she supervises and leads the staff of the OSS Unit and works in close collaboration with the operations, programme and project teams in the CO, UNDP HQs staff and Government officials ensuring successful CO operational performance.

Summary of Key Functions:

• Implementation of operational strategies
• Enhances the quality of operational support services
• Lead OSS team to ensure provision of high quality operations support services:
• Resource mobilization and organization of the cost-recovery system
• Liaison and coordination regarding operational matters with other UN Agencies, governmental and non-governmental counterparts
• Facilitation of knowledge building and knowledge sharing.

1. Ensures implementation of operational strategies focusing on achievement of the following results:

• Conceptualizes and develops effective working strategies for OSS. The incumbent keeps abreast of latest UNDP operations trends and the Secretary General’s policies and objectives on operational services and ensures full compliance of operational activities with UN/UNDP rules, regulations, policies, strategies and the internal control framework.  Advises the DCD (O) on policy matters relating to administration, export/import, visa, travel, UN Common Services, etc.
• Formulates the yearly unit plan for OSS in synchronization with the UNDP Country Office Management Plan considering business needs and identifying possible risks and opportunities for improving operational processes
• Coordinates CO business processes mapping and elaboration/establishment of internal Standard Operating Procedures in OSS, control of the workflows in the OSS Unit.

2. Enhances the quality of operational support services in the UNDP Sudan CO:

• Provides on-going comprehensive review of existing administrative systems aimed at being efficient, results oriented, applying integrity and respect. Responsibly manages the work of and supervises the staff of the OSS unit. Conducts regular meetings to monitor the work plans and ensures the smooth functioning of the unit.
• Prepares TORs for new or revises existing contracts for outsourced services such as shipping, cleaning, travel etc. Collaborates with the Procurement Unit for the development of long term agreements to support streamlining processes and expediting the delivery of quality operational services.
• Initiates innovative methods to enhance efficiency of the travel agency services for timely response, ensuring the application of appropriate rules and regulations.
• Negotiates with vendors to obtain quality goods at comparative rates.
• Ensures the efficient and safe management of UNDP transport fleet, controls and monitors vehicle usage, mileage, petrol consumption and drivers’ performance over-time.
• Ensures the management and control of an accurate and updated inventory record of office non-expendable goods.
• Ensures timely action for the transfer or disposal by auction of project and obsolete vehicles and equipment.

3. Lead OSS team to ensure provision of high quality  operations support services:

• Leads the OSS team through results-oriented work planning, guidance, direction, supervision and performance assessment, promoting a work environment conducive to producing the expected outputs and delivering quality services for managing facilities, transportation, fleet maintenance, travel and protocol.

• Provides overall supervision and guidance in the management of the outsourced  services (Cleaning, Generator Maintenance, etc), maintenance of the UNDP and UNCS utilities (electricity, telephone, water etc), facilities (fuel pump, cafeteria, dispensary etc), and assets (buildings, garden, and premises) to enhance the office premises for better economies of scale.
• Establishes and assures quality standards of the business services delivered.  Reports and communicates results of continuous improvement strategies, aiming at improving the overall economy, efficiency and effectiveness of expected results. Makes recommendations for the improvement and enhancement of the entire office facilities and utilities and its maintenance and up-keep.

4. Assists in managing UNDP financial resources, implementation of resource mobilization strategies and organizes an optimal cost-recovery system focusing on achievement of the following results:

• Provides technical assistance to the DCD (O) in planning, forecasting, managing and monitoring financial resources of UNDP and ensures the timely implementation of audit recommendations. Prepares the projection of administrative resources and requirements, Identifies deficiencies and foresees CO needs based on a continued analysis of business requirements and evolving priorities.
• Ensures application of effective mechanisms for billing projects and other UN Agencies for services provided by the OSS Unit,  as well as for verifying bills and establishing internal controls for proper cross-checking, processing and disbursement.  
• Ensures clearance of all bills related to office compound utilities (fuel, water, electricity, telephone etc) and UNDP (personal call bills, over-time payments).
• Elaboration and implementation of cost savings and reduction strategies.
• Assists the DCD (O) in administering cost recovery arrangements for services provided by UNDP to other UN Agencies and UN programmes as a resources mobilization strategy and ensures implementation thereof.

5. Serves as UNDP focal point and liaison partner with regard to operational matters for other UN Agencies, governmental and non-governmental counterparts:

• Establishes and maintains close working relationships with counterparts in other UN Agencies, bilateral /multilateral agencies, government officials, and authorities on issues relating to Operations in the UN System in Sudan.
• Focal point for DSA survey. Conduct regular DSA surveys to ensure that the rates are optimal and consistent with applicable UNDP rules and regulations. Assists with Local Salary Surveys and UN cost of living/hardship/housing surveys, as requested by the DCD (O).

• Liaises and negotiates with government authorities for facilitation of provision of privileges (duty exemption, VAT etc) within the framework of applicable international agreements and the Government’s siege agreement. Advises UNDP staff and other (UN) Agencies or INGO staff on administrative matters and the interpretation of rules and regulations, systems and practices and implementation of all operational and internal control mechanisms.

• Ensures the proper functioning of UN Common Services and makes suggestions for improvements where necessary.

6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on OSS related issues.
• Participation in projects/programme/senior management meetings as advisor on operational matters.
• Synthesis of lessons learnt and best practices in Operations.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall CO efficiency in operational management and success in introduction and implementation of operational strategies.  Accurate, thoroughly researched and documented operations information, timely and appropriate delivery of services ensure client satisfaction and enhance UNDP credibility in providing operational services.

Functional Competencies:             

Building Strategic Partnerships

Level 1.2:  Maintaining a network of contacts

• Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues

Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
• Documents and analyses innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates the same in his/her work
• Analyzes the requirements and synthesizes proposals
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.2: Basic research and analysis

• Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives

Design and Implementation of Management Systems

Level 1.2: Research and analysis and making recommendations on management systems

• Maintains information/databases on system design features
• Develops simple system components

Client Orientation

Level 1.2: Establishing effective client relationships

• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients

Promoting Accountability and Results-Based Management

Level 1.2: Basic monitoring

• Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making.

Education:

• Advanced University Degree in Business Administration, Business Management, Development Management or related areas.

Experience:

• At least 2 years of broad based professional experience in public administration or business administration, preferably in a large international organization. An in depth knowledge of UNDP policies and procedures, rules and regulations and knowledge of the UN system is an asset. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

• Fluency in English and Arabic.