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Support Services Manager

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Industry:

N.G.O./Social Services

Category:

Administration

Total Position:

Job Type:

Full Time/Permanent ( First Shift (Day) )

Department:

UNOPS

Job Province:

Islamabad Capital Territrory

Gender:

No Preference

Minimum Education:

Masters

Degree Title:

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

Career Level:

LICA-10 (equivalent to NO-C)

Minimum Experience:

5 Years(A minimum of 5 years of progressively responsible experience in operations and/or project management in a large international organisation. Some experience in the UN system organizations, preferably in a developing country, is desirable.)

Apply By:

Nov 17, 2024

Posted On:

Nov 9, 2024

Job Description

Background Information - Pakistan

The United Nations Office for Project Services (UNOPS) aims to make significant strides in promoting sustainable development, aiding the federal and provincial government in SDGs attainment, and establishing itself as a reliable provider of efficient services for development programming around Climate Adaptation, Basic Service Delivery and Energy Efficiency. Operational since 1999, UNOPS Pakistan (Project Office) is part of the Sri Lanka Multi-Country Office in the Asia Pacific Region.

Background Information - Job-specific

The Support Services Manager reports to the Pakistan Country Manager and leads and guides the Support Services team in the Pakistan office across the project lifecycle. The position has a secondary reporting line to the Head of Support Services working across the South Asia Multi Country Office based out of Sri Lanka.The support services team comprises of various functions including administration, finance, procurement, human resources and ICT. The Support Services Manager works in close collaboration with the project teams, partnerships team and PMO in Pakistan, UNOPS HQ personnel as well as the relevant UNOPS partner, potential partners, the wider UN family, suppliers, personnel, and other external partners that aid the delivery and engagement of our programmes in Pakistan. The Support Services Manager acts as an advisor to Senior Management on all aspects of the Pakistan Project Office management and operations. They are expected to be client-focused providing timely, enabling and risk aware advice in accordance with UNOPS rules and regulations. The incumbent will ensure the right support is in place for current and upcoming projects, balancing operational and project priorities, coordinating response to audits and risk identification both internal and external, whilst ensuring effective, efficient and consistent support service provision across the project portfolio and internally. They will act as a key custodian or reduce risks for the country office.Given the nature of UNOPS service offerings, with three service lines directly relevant to support services - procurement, financial services and HR services, the support services manager will be expected to take an active role in business development related to this functions, in addition to the aforementioned role as an overseer of efficient planning, resource allocation and budgeting from the engagement stage and throughout the project life cycle. Functional Responsibilities Operations management

Management of the Operations/Support Services of the Project Office, 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 Office.

Support the Country Manager in establishing the management targets. Monitor their achievementCollaborate with relevant colleagues to identify the need, determine cost and pro-actively plan all Project Office 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.

Represent UNOPS in relevant support services discussions across the UN and other platforms e.g. OMT;

Act as a focal point for any internal/external audit exercise.

Project planning and coordination support

Provide assistance and support to the project budget preparation, revisions and work planning

Provide input into the early stages of project engagements

Act as business developer, and oversee your teams role as business developer for support function related projects (e.g. procurement, HR services, financial services, back office services)

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

Procurement and logistics

Supervise the Project Office 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 standard of accountability, ethics, integrity and performance.

Establish 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 Office 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

Financial management

Support the Country Manager in preparation of 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.

Human Resources management

Oversee the Support Services HR Unit

Ensure the Project Office complies with corporate 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

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.

Administration and Information Technology (ICT)

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 Country 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 Management

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.

Development of tools and platforms for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners

Engage in wider organisational change and process improvement management