Operations Specialist

Details

Mission and objectives

Who we are (Mission) UNDP has been working in South Sudan for over 30 years. With the formation of the independent Republic of South Sudan in July 2011, UNDP established a Country Office and has staff working all over the country to help build government institutions. UNDP has maintained its presence in South Sudan despite significant challenges in the operating environment by adopting a flexible approach to its work with the Government of South Sudan. Since the conclusion of the Agreement on the Resolution of Conflict in August 2015, UNDP aims to work in partnership with the Transitional Government of National Unity, non-governmental organizations, civil society organizations, community-based organizations, multilateral aid agencies, bilateral donors, academia, media and the private sector. The overarching aim of UNDP is to support the progress towards peace and reconciliation, early recovery and governance, and towards the new Sustainable Development Goals (SDGs). What we do UNDP’s goal is to help creating more resilient communities and reinvigorated local economies; strengthening peace and governance; and empowering women and girls. UNDP South Sudan aims to do this by supporting the Government to manage public finances in an environment of respect for the rule of law, with an accountable government to deliver inclusive economic growth.

Context

Under the guidance and supervision of Head of Field office, the Operations Specialist acts as an advisor to Senior Management on all aspects of the Field Office (FO) management and operations in Special Development Situations. The Operations Specialist is responsible for strategic human resources management, efficient procurement and logistical services, and ICT and consistency with UNDP rules and regulations. The Operations Specialist ensures consistent services delivery to FO, UNDP programmes and projects and UN common services. The incumbent sets policies and methods to maximize the FO performance in operations demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the operations to take into account changes in the operating environment as and when needed. The Operations Specialist leads and guides the FO Operations Team and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. The Operations Specialist works in close collaboration with programme and project teams in the FO, operations staff in other UN Agencies, UNDP Juba staff and Government officials to successfully deliver operations services.

Task description

Within the delegated authority and under the supervision of Head of Field office or his/her will: 1. As a member of the FO management team, ensures the strategic direction of operations focusing on achievement of the following results:  Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring achievement of results.  Provision of advice on strategies, policies and plans affecting FO operations, delivery of practice advisory, knowledge and learning services.  Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements.  FO business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical and ICT services, Results Management.  Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.  Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice. 2.Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results: Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations. Management of cost-recovery system for the services provided by the CO to projects and other UN Agencies. Accurate planning, forecasting and reporting of extra-budgetary income. Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation. Organization and oversight of FO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site. Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. 3. Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results: CO compliance with corporate human resources policies and strategies. Optimal staffing of the office and projects. Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development. 4. Ensures efficient procurement and logistical services management and supervision of the Procurement team focusing on achievement of the following results:  CO-compliance with corporate rules and regulations in the field and management of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.  Management of the CO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations.  Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets. 5.Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:  Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries  Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.  Promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc. 6.Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results: Elaboration of the strategic approach to implementation of common services in line with the UN reform, the latest developments in common services and the best practices. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:  Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);  Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;  Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.  Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;  Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;  Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/expected outputs: The key results have an impact on the overall economy, efficiency, and effectiveness of CO operations as it relates to the use of corporate resources in the following areas:  Financial services  Human Resources  Procurement and logistical services  ICT  Common Services and the implementation of the UN agenda on common services and joint procurement.