United Nations Development Programme (Regional Centre for Europe and the Commonwealth of Independent States, CIS)

Field Operations Manager (NPSA-11)

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Last update: Nov 18, 2022 Last update: Nov 18, 2022

Details

Deadline: Dec 2, 2022 Deadline for applications has passed
Location: Ukraine Ukraine
Job type:Contract, 12 months +
Languages:
English, UkrainianEnglish, Ukrainian
Work experience: Min 7 years
Date posted:Nov 18, 2022

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Description

Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the development arm of the United Nations, UNDP supports strategic capacity development initiatives to promote inclusive growth and sustainable human development. Through partnerships with national, regional, and local governments, civil society, and the private sector, UNDP strives to support Ukraine in its efforts to eliminate poverty, develop people`s capacity, achieve equitable results, sustain the environment, and advance democratic governance. It does so through work on three pillars:

Governance reform
Environmental and energy policy reform for innovative green and clean economic growth
Recovery and stabilization in the war-affected areas.

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighbouring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early UNDP projections suggest that if the war deepens and expands, up to 90 per cent of the population of Ukraine could be facing poverty and vulnerability to poverty by the end of 2022, and 30 per cent of the population are likely to require life-saving humanitarian assistance. Eighteen years of socio-economic achievements in Ukraine are at risk. UNDP’s core engagement is to preserve development gains as fully as possible, and to return Ukraine to pathways to achieving the SDGs as quickly as possible.

UNDP has been active and present in eastern Ukraine for the past decade, prior to the conflict which started in 2014, focusing on community mobilization, civil society development, and environmental protection. Work on addressing the specific conflict-related development challenges built on this earlier engagement, established partnerships, and started in 2015 through the United Nations Recovery and Peacebuilding Programme (UN RPP). The UN RPP is a multi-donor funded framework programme formulated and led by the UNDP in collaboration with the Government of Ukraine and in cooperation with a number of partnering UN agencies (UN Women, FAO, UNFPA).

UN RPP’s interventions are grouped under the following key Programme components, which reflect women’s and men’s priority needs in the region:

Component 1: Economic Recovery and Restoration of Critical Infrastructure
Component 2: Local Governance and Decentralization Reform
Component 3: Community Security and Social Cohesion

In October 2018, UNDP signed an agreement for a multi-year project under the EU Support to the East of Ukraine Programme. In 2021, the EU-funded project was amended to extend its scope through the EU4Resilient Regions Programme. It has recently been amended to ensure that the approach implemented under UN RPP can help address the devastation and increased needs of the civilian population as a result of the ongoing war, and where it will be required.

This endeavor will be achieved through the pursuit of the following specific objectives:

To enhance local capacity for gender-responsive decentralization and administrative reforms to improve governance, local development, and the delivery of services.
To stimulate employment and economic growth by providing assistance to Micro, Small and Medium Enterprises (MSMEs) development through demand-driven business development services and professional skills training.
To enhance social cohesion and reconciliation through the promotion of civic initiatives.
To support sector reforms and structural adjustments in health, education, and critical public infrastructure to mitigate the direct impacts of the conflict.

To ensure the programme financial, procurement, human resources, general administration and security administration to support the RPP security professionals, UNDP invites applications from highly qualified and experienced Ukrainian professionals for the post of the Field Operations Manager.

The incumbent will work closely with the Country Office operations units and the Operations Manager. S/he will be responsible for providing operations related advisory and support services to the RPP projects and provide coordination of the finance, human resource management and procurement processes among the projects; as well will support the RPP Security Specialist in the area of security administration. The Field Operations Manager will ensure efficient service provision during crises times.

The incumbent will accelerate gender equality and women’s empowerment with all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance for any kind of discriminatory and abusive behavior, including sexual harassment, sexual exploitation and abuse.

Duties and Responsibilities

Ensure implementation of operational strategies focusing on achievement the following results:

Ensure full compliance of the RPP and Project Office activities with respective UNDP rules, regulations, policies and strategies; elaboration of the programme-specific effective internal controls and procedures, fully aligned with UNDP Ukraine Country Office control framework and Standard Operating Procedures
Lead and manage office business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) for the Programme
Ensure implementation of cost saving and reduction strategies
Ensure proper planning and expenditure tracking mechanism of financial resources of the RPP and Project Office in accordance with UNDP Financial Operational Policies and Procedures and UNDP Standard Operating Procedures
Ensure implementation of contract management strategy, including development of Terms of Reference, Scope of Works and other technical specifications for goods/services sought to be procured, support to tendering processes and evaluation, contractor appraisal, participate in evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment in close collaboration of RPP Procurement Unit and UNDP Country Office Ukraine Procurement Unit
Coordinate and strategically manage the finance, procurement and human resource processes among the RPP projects
Oversee and coordinate with the Security unit for the efficient implementation of security measures mandated in the overall Security Continency Plan and BCP.

Ensure efficient operations support in implementation of the RPP, focusing on achievement the following results:

Timely and proper preparation of Programme implementation, procurement, recruitment and travel plans, regular monitoring of the implementation and budget delivery, taking timely remedial action, as and when required, in close collaboration with the Programme Analyst and respective units in the UNDP Ukraine Country Office Operations
Manage budgetary planning, monitoring and financial administration. Ensure budget availability in order to cover the obligations made by the RPP prior to raising any commitments
Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures
Employ rigorous standards regarding fairness, integrity, transparency, effective competition and best value for money in all logistic, decentralized procurement and contracting activities
Manage procurement contracts and, upon delegation of responsibility, perform the functions of Buyer in Atlas (ERP System). In performing this function, ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions are taken on POs with budget check errors and other problems
Coordinate shipping, delivery and logistical arrangement of purchased goods and equipment. Liaise with clients to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries
Ensure that the RPP security related administrative procedures are fully in place and implemented
Ensure implementation of operational aspects of Business Continuity and Contingency planning with the coordination of Security team.

Ensure efficient finance, procurement, human resources and administrative management and supervision of the Programme operations support team, focusing on the following results:

Ensure proper management, accurate recording, safeguarding of UNDP assets, facilities and non-asset items, perform inventory control
Oversee the successful organization of special events, conferences, workshops and meetings
Prepare reports on the status of the overall programme finance, procurement and contracting results upon the request of direct supervisor
Produce regular financial reports as per UNDP and donor regulations and contractual obligations
Provide support to audit missions, including reviewing the terms of reference and following up on audit reports, recommendations and observations
Contribute to development of annual workplans, budget revisions and monitor budget utilization
Oversee and manage recruitment processes of the RPP personnel in accordance with UNDP rules and regulations, ensure adequate performance management and leave monitoring systems are set up and functioning
Lead contract management including appropriate use of different contractual modalities, and effective timely contract management
Ensure that travel of the RPP personnel is administered in line with respective UNDP rules, regulations and standard operating and security procedures.

Ensure knowledge building and knowledge sharing in the RPP focusing on achievement the following results:

Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-services, e-recruit, web-based office management system, etc.
Train and advise the RPP personnel on UNDP operational rules, regulations and procedures to ensure know-how transfer and capacity development of national staff.

Institutional Arrangement

Under the direct supervision of Recovery and Peacebuilding Programme Manager and matrix supervision of the CO Operations Manager, the Field Operations Manager will be responsible for financial, procurement, human resources and administration management of the RPP and Project Office.
Competencies
Core Competencies:

Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

People Management Competencies:
UNDP People Management Competencies can be found in the dedicated site
Cross-Functional & Technical Competencies:

Business Direction and Strategy - Strategic Thinking:
Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP
Business Development - Knowledge Generation:
Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Management - Results-based Management:
Ability to manage programmes and projects with a focus at improved performance and demonstrable results
Business Direction and Strategy - Effective Decision Making:
Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Development - Integration within the UN:
Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations
Business Management - Digital Awareness and Literacy:
Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
Business Management - Operations Management:
Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
Knowledge of relevant concepts and mechanisms

Required Skills and Experience
Education:

Master’s degree or equivalent in economics, Business Administration, Accounting, Auditing, Finance, Social Science or relevant field.
Bachelor’s degree with additional two years of extensive relevant experience will be given due consideration in lieu of Master’s degree.

Experience:

Minimum 7 years (with Master’s degree) or 9 years (with Bachelor’s degree) of relevant experience at the national or international level in providing management advisory services, finance and/or procurement management in a related field.

Desired experience:

Experience in UN and/or international organizations is a significant advantage.
Experience of work with of internet-based financial management systems (ATLAS or other web-based ERP system) would be a strong asset.
Experience to work in crises situations is an asset.
Experience with managing staff and /or operational systems is an asset.
Experience to work and/or manage across multi-functional units is an advantage.
Experience with managing staff and /or operational systems.

Languages:

Fluency in English and Ukrainian is required.

Professional Certificates:

Professional certifications in finance and accounting (ACCA, CIMA, CAP etc.), procurement (CIPS, etc.) or other relevant fields are highly desirable.

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