197 - OQR Operations Manager - Jerusalem

Application Type : External Vacancy
Job ID/Title : 197 - OQR Operations Manager
Category : Management
Brand : UNDP
Post Level : SB/5
Application Deadline : 02-Jul-09
Duty Station : Jerusalem
Type of Contract : Service Contract
Post Number :
(for 100 Series Contracts)
Languages Required :
Arabic, English,
Starting Date :
(date when the selected canditate is expected to start)
Duration of Initial Contract :
Expected Duration of Assignment : 7 months with possible extension
Background:

UNDP/PAPP, in support of the Office of the Quartet Representative (OQR) and its team, seeks a competent Operations Manager. Under the supervision of DSR(O), the Operations Manager acts as an advisor to the OQR on all aspects of the project management and operations so as to enable the effective and quick implementation of the OQR objectives and operations. This includes strategic, financial and human resources management, efficient procurement and logistical services and administrative support, project management services and reporting, asset management services, an d  ICT and common services consistent with UNDP rules and regulations.  

The Operations Manager will act as the main focal person between UNDP/PAPP and the designated OQR Focal Person for Operations, as assigned by the Quartet. S/He will report to UNDP Deputy Special Representative (Operations) and will liaise with the OQR focal point. The main role is to lead and manage the operations, ensuring smooth functioning of the OQR operations consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.
 
Description of Responsibilities:
 
  1. As a member of the UNDP/OQR management team, ensures the strategic direction of operations focusing on achievement of the following results:
 
·         Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results.
·         Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements.
·         OQR business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical, ICT services and result based management in line with UNDP rules, regulations and directives.
·         Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
·         Knowledge building and sharing with regards to management and operations in the OQR,
 

2.       Ensures effective and accurate financial resources management focusing on achievement of the following results:

 
·         Proper planning, expenditure tracking and audit of financial resources.
·         Organization of cost-recovery mechanisms for OQR services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
·         Organization and oversight of OQR cash management processes, including liquidity management, Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions.
 
 

3.      Ensures strategic human resources managementfocusing on achievement of the following results:   

o    OQR  compliance with corporate human resources policies and strategies.
o    Optimal staffing of the office and projects.
o    Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management. Establishment and maintenance of the proper performance management and staff development systems.

4.      Ensures provision of efficient procurement and logistical services together with the procurement unit focusing on achievement of the following results:

 
·         OQR compliance with corporate rules and regulations in the field and elaboration of the UNDP/PAPP procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
·         Elaboration of UNDP/PAPP contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Proper management of UNDP assets, facilities and logistical services. 
 

5.      Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

 
·         Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
·         Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
·         Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
 

6.     Project reporting:

 
·         Prepare the Lesson Learned Report.
·         Prepare any follow-on Action Recommendations required
·         Provide project administration and management support to the UNDP assigned Project Team in their daily tasks. This includes but is not limited to: preparation of purchase orders requests, vouchers and vendors, drafting letters and faxes in English and Arabic, copying, filing, editing, and formatting computer documents, central record keeping, data input and UNDP/PAPP systems follow-up and processing.
·         Setup and maintain an organized filing system and establish document control procedures.
·         Ensure prompt compiling, copying and distribution of all project reports.
·         Liaise with counterparts and project staff to facilitate project requirements.
·         Draft and prepare reports reflecting a high standard of English and proficiency in Word and Excel computer applications.
·         Assist in the monitoring of schedules and timetables, including plan updates in cooperation with the Programme Analyst.
·         Maintain and update UNDP reporting schemes and matrices.
·         Draft, edit and distribute minutes for Project Team meetings.
·         Liaise with the counterparts administrative managers on all issues related to the project.
·         Perform relevant duties as assigned.
 
 
 
Competencies :
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:
 
Knowledge Management and Learning
  •  Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
  •  Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
 
Development and Operational Effectiveness
  •  Ability to lead strategic planning, results-based management and reporting
  •  Ability to lead formulation and monitoring of management projects
  •  Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration
  •  Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change
 
Management and Leadership
  •  Candidate should be able to demonstrate an ability to quickly take on the leadership of the Project, establish a relationship of mutual trust and respect with the Project team, as well the national and international counterparts and all stakeholders involved.
  •  Results oriented – An ability to organize and produce results in a fluid working environment with sensitive policy and coordination dimension. Ability to balance between the need to drive the Project’s implementation according to UNDP’s frameworks, while accommodating the needs and ideas of the counterpart
  •  A strong practical understanding of the lessons learned and best practices regarding capacity development issues, techniques, organizational development in similar context.
  •  Ability to work in a multi-cultural team environment and the ability to work with people with different backgrounds and varying areas and levels of skills.
  •  Committed to build strong relationships with external partners, focuses on impact and result for the client and responds positively to feedback
  •  Consistently approaches work with energy and a positive, constructive attitude, sense of initiative and capacity for hard work.
  •  Credible and personable in approach to work, modeling the values expected of civil servants.
  •  Demonstrates openness to change and ability to manage complexities
  •  Leads teams effectively and shows mentoring as well as conflict resolution skills
  •  Sound project management skills
  •  Demonstrates strong oral and written communication skills
  •  Sound judgment and capacity for creativity and innovation
  •  Credible and personable in approach to work, modeling the values expected of civil servants 
Qualifications :
Education:      
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics, Management or related field.
 
 
Experience:     
5 years of extensive experience with national and/or international organizations of a diplomatic nature.
 
Experience in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments.
 
Experience in the usage of computers and office software packages, experience in handling of UNDP web based management and financial systems are an asset.
 
Experience with UN agencies is an asset
 
Language Requirements:          
Fluency in written and spoken English and Arabic is required. Hebrew language is a plus
 
Other Requirements:   
Excellent oral and written communication skills
Valid Driving License is an asset
Must be able to travel to the West Bank.
Knowledge of UNDP’s rules, regulations and procedures is an asset
“ UNDP/PAPP is an equal opportunity employer: applications from men and women will be considered equally”