Support Services Manager

Tunis

Organization: UNOPS - United Nations Office for Project Services
Location: Tunis
Grade: Mid level - LICA-10, Local Individual Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Human Resources
- Administrative support
- Banking and Finance
- Procurement
- Leadership
- Managerial positions
Closing Date: Closed

Background Information - Job-specific

The Support Services Manager acts as an advisor to Senior Management on all aspects of the Tunisia Project Office management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT, transportation and vehicle management, administration and security, in accordance with UNOPS rules and regulations.

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.

The Support Services Manager has a dual reporting line to the Head of Support Services, Senegal Multi-Country Office and Country Manager, Tunisia Project Office.

Functional Responsibilities

Summary of functions:

Support services management
Project planning and coordination support
Procurement and logistics
Financial management
Human Resources Management
Administration and Information Technology
Knowledge Management

1. Support services management

Monitor and supervise teams as well as all aspects of operations for (HR Management, Finance, Procurement, Logistical, Administrative and ICT Services) to facilitate effective, efficient and consistent support service provision to projects and all activities under the Tunisia Project Office.
Support the Country Manager to establish goals, targets and performance standards and monitor their achievement.
Collaborate with relevant colleagues to identify, plan and cost support services.
Monitor and supervise all aspects of support services 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 operations.
Seek relevant feedback to support effective service delivery (e.g. Head of Support Services, IPAS, and Headquarters Practice Groups).
Act as focal point for the Tunisia Project Office for any internal/external audit exercise.
Support the Country Manager to supervise security related matters and ensure full compliance with UNOPS security standards and procedures, including Implementation of the business continuity plan.
Ensures effective support to the Country Manager for all Health & Safety and Social & Environmental (HSSE) related issues. Leads on health, safety, security and environmental (HSSE) matters related to the office, such as monitoring, reporting, inspections and information sharing among personnel and relevant service providers.

2. Project planning and coordination support

Provide assistance to Project Managers to support 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 in order to optimize service delivery and address any issues

3. Procurement and logistics

Oversee the Project Office procurement processes, including tendering, 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.
Establish shortlists of suitable contractors/suppliers, prepare and issue local tenders. Evaluate bids or proposals received and make recommendations for contract awards.
In consultation with relevant colleagues, review, administer and issue contracts, agreements/amendments.
Provide 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.
Establish and manage a vehicle pool for providing transportation services as required by the Office as well as to meet logistical needs.
Develop and implement a vehicle management and maintenance system in accordance with UNOPS vehicle management policy and procedures.
Oversee repair and maintenance for all equipment including EDP equipment, communications equipment, vehicles and generators, etc.
Oversee all building management and maintenance activities for the Tunisia Project Office.

4. Financial management

Support the Country Manager to prepare the Project 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
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 Office and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the applicable procedures.

5. Human resource management

Oversee the human resource management unit of the Tunisia Office.
Oversee the effective implementation of human resources policies, procedures and that all corporate HR initiatives are correctly implemented.
Support the Country Manager in planning personnel required for the optimal administration of the office and for the delivery of the Project Office portfolio.
Ensure 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. Develop learning and development 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 administration, premises and asset management, organizational and personnel security, travel and ICT).
Ensure full compliance of operations of the Country with UNOPS rules, regulations and policies, on administrative matters and supervision of the administrative team.
Supervise the ICT team to maintain a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries, including collaborating with UNOPS Headquarters.
Oversee the acquisition, maintenance, inventory, recording, verification and protection of project and administrative facilities/assets, including ICT infrastructure, equipment and servers.
Identify opportunities for leveraging the use of ICT to enhance business operations and efficiency and to facilitate knowledge management, and information sharing.

7. Knowledge Management

Promote knowledge building and sharing with regards to management and operations in the Project Office, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge management initiatives.
Develop 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 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.

Education/Experience/Language requirements

Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics, HR or related field.

A combination of Bachelor’s degree in Business Administration, Public Administration, Finance, Economics, HR or related field. 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 organisations, preferably in a developing country, is desirable.
Previous experience in UNOPS is an asset.

Language requirements

Fluency in written and oral English and French required. Knowledge of Arabic is an asset

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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

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. For people managers only: 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.

Contract type, level and duration

[Instructions: Please delete this paragraph and insert relevant information below:

Contract type: L-ICA, Local individual contract agreement
Contract level: LICA 10,
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

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

Additional Considerations

Please note that the position concerns only Tunisian candidates, or residents in Tunisia.
Please note that the closing date is midnight Copenhagen time.
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Tunisia

The Tunisia Project Office is responsible for managing strategic and operational risks associated with the Project Office’s portfolio of engagements (in Tunisia, Morocco, Libya and Algeria) – as part of the Senegal Multi Country Office (MCO) set up, developing and delivering cost effective services contributing to partners' sustainable results and achievements of UNOPS management results.

UNOPS Tunisia activities range from tailor-made administration, operations, human resources and logistics support for implementation of development and humanitarian projects; infrastructure and procurement management services; and advisory services to partners (in Tunisia, Morocco, Libya and Algeria) to facilitate effective procurement, supply and financial management. Partners include the Government of Tunisia, European Union and UN agencies such as UNHCR and WHO. It provides project management services including design, implementation, monitoring and evaluation. It also offers funds management, loan and grant administration, public, building local capacity markets, training and technical assistance.

The Tunisia Project Office operates as an integral part of the Senegal Multi Country Office management structure.

This vacancy is now closed.
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