Support Services Manager
JOB DETAIL
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
At present UNOPS does not have a permanent presence in Angola, however following a recent mission in the country a number of new project initiatives are currently under development which will result in the recruitment of qualified talents within the country and beyond.
Discussions are currently ongoing with IFAD, for UNOPS to be the implementing partner for the rehabilitation of a large feeder road project (over 500 kms).
UNOPS seeks to recruit qualified talent for the position of Support Services Manage who will help with the development and implementation of projects which come into fruition.
The Support Services Manager reports to the Country Manager and leads and guides the Support Services Team in Angola Office, fosters collaboration within the team as well as the client-oriented approach. The Support Services Manager works in close collaboration with a number of local internal stakeholders, relevant partners as well as colleagues in HQ – to successfully deliver operations services.
The post is based in Luanda, but may change to other locations within Angola depending on business needs.
The Support Services Manager acts as an advisor to Senior Management on all aspects of the office management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT, transportation and vehicle management and administration 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.
I. Functions / Key Results Expected
1. Support Services management
- Management of the Operations/Support Services of the 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 Office.
- Support the Country Manager in establishing the management targets. Monitor their achievement
- Collaborate with relevant colleagues to identify the need, determine cost and pro-actively plan all 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. Head of Support Services (HoOS) in place for the Multi Country Office, IPAS, and Practice Groups.
- Act as focal point for any internal/external audit exercise.
2. 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
- 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
3. Procurement and logistics
- Supervise the 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.
- Establishment of 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. Supervise 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
4. Financial management
- Support the Country Manager in preparation of the Office financial plan and budget. Ensure timely revisions and reallocation of funds.
- Supervise 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 partners.
- Supervise the timely review, posting and closure of accounts. Certify/verify accuracy and compliance with standards of accountability framework. Submit/prepare a mandated report 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 Office and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the applicable procedures
5. Human Resources Management
- Supervise the Support Services HR Unit
- Ensure the Office follows 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 Office portfolio
- Supervise 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
- Cultivate 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
- Manage the timely and efficient delivery of all administrative services, (e.g. centralized project admin, premises and asset management, organizational 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 demonstrating the use of IT to enhance business operations and efficiency and to facilitate knowledge management, and information sharing.
7. Knowledge Management
- Knowledge building and sharing with regards to management and operations in the 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
II. Impact of Results
The effective and successful achievement of results by the Support Services Manager for the 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.
Eduction
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics, HR or related field is required.
- A combination of Bachelor’s degree 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, preferablly in a large international organisation is required.
- Some experience in the UN system organisations, preferably in a developing country, is desirable.
Languages
- Fluency in Portuguese or Spanish is required
- Working knowledge of English is required
| 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. |
1. Contract type: International individual contract agreement (IICA)
2. Contract level: IICA 2 (ICS 10)
3. Contract duration : 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
- 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.
- Nationals of Angola are strongly encouraged to apply. If selected, the local salary grid will be applied to them.
- For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
- 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.
Located in Kinshasa, Democratic Republic of Congo the UNOPS Multi-Country office covers eleven countries: Angola, Burundi, Cameroon, Central African Republic, Comoros, Gabon, Equatorial Guinea, Democratic Republic of Congo (DRC), Republic of Congo, Madagascar, Rwanda, and has an active portfolio of over $300 million, with many infrastructure projects. The office has developed strong working relations with international partners, UN agencies including UN Missions and Governments across Central Africa over the years. It provides technical support and capacity building in strategic development areas including infrastructure rehabilitation and development across health, education, public works, governance/public administration sectors; procurement, project management and sectoral advisory services; peace and security, environmental preservation and protection among others
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.
