Background
The Republic of Moldova is a middle-income country with European aspirations, in a rapidly changing environment. In order to remain a partner of choice for the Government of Moldova, it is a priority for the UN in Moldova to move forward to Deliver as One. The UN works towards common, simplified and harmonized policies and procedures to improve UN system operations at country level and ability to Deliver as One.
In this context, UNDP needs a strong leader to support the Country Office providing innovative development and business solutions to the Government, including innovations in programme implementation support services and national capacity development support for effective business operations.
The Head of Operations as a Senior National Staff works under the guidance of the DRR and advises the Senior Country Office Management on all aspects of management, operations, strategic planning. This includes strategic management of financial and human resources, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The main role is to lead smooth functioning of the CO/programmes/projects operations, consistent and high-level services delivery and regular evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.
The Head of Operations leads integration of operations in programming, promotes a client-oriented approach to service delivery, coordinates support to national implementation and operations capacity development, contributes to partnership building and external negotiations with Government on programme implementation and resource mobilization.
The Head of Operations coordinates and facilitates the process of integration and simplification of UN business practices at the country level, including enhancing quality of existing common services, and developing solutions for integrated service delivery of back-office services (HR, finance, procurement and ICT).
The Head of Operations leads and guides the Country Office (CO) Operations Team and fosters collaboration within the team. The Head of Operations closely collaborates with programme/project and operations teams in the CO and other UN Agencies, UNDP HQs staff and Government officials, multilateral and bilateral donors to successfully deliver operations services.
Duties and Responsibilities
Summary of Key Functions:
1. Strategic direction of operations and streamlining of business practices
2. Supervision of the Finance team and oversight of financial resources management
3. Strategic direction of and advice on programme finance management
4. Supervision of the HR team and oversight of Human Resources Management
5. Supervision of the Procurement team and oversight of procurement/logistical processes
6. Supervision of ICT team and oversight of information and communication management
7. Supervision of UN House Operation and Common Services (ICT, Building and Facilities, Security, General Administrative services, etc.)
8. Coordination of the UN security standards implementation for the UNDP staff safety and UN House security
9. Leadership in development of operations service line and capacity building for national implementation
10. Coordination of forward-looking partnerships on operations
1. Strategic direction of operations and streamlining of business practices 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. • CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services. • Regular 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 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. Supervision of the Finance team and oversight of financial resources management focusing on achievement of the following results: • Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations. • 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. • Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations. • Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies. • Organization and oversight of CO 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. • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained. • Member of bank signatory panel. • Transaction and stop payment approval on internet banking system. • All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures. 3. Strategic direction of and advice on programme finance management focusing on achievement of the following results: • Proper management of programme finance and advise on strategies and plans affecting programme finance managements. • Guidance and advice to national implementing partners on NIM procedures, reporting and budgetary matters. • Advice to CO Senior Management on the status of programme delivery (programme finance monitoring) and GMS/cost-recovery status. • Continuous analysis and monitoring of the financial situation, presentation of forecasts for development projects • Advice to Programme and Project Staff on different donor reporting requirements; monitoring of financial reports to be submitted to donors. • Participation in projects’ audit, control on the follow up. 4. Supervision of the HR team and oversight of Human Resources Management 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 in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, performing the function of HR Manager in Atlas. • Establishment and maintenance of the proper performance management and staff development systems. 5. Supervision of the Procurement team and oversight of procurement/logistical processes focusing on achievement of the following results: • CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement. • Elaboration 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, acting as Manager Level 2 in Atlas for Purchase orders approvals. • 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. 6. Supervision of ICT team and oversight of information and communication management focusing on achievement of the following results: • Use of Atlas functionality for improved business results and improved client services. • Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability. • Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. • Identification and 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. 7. Supervision of UN House Operation and Common Services (ICT, Building and Facilities, Security, General Administrative services, etc.) to advance the in-country UN system operation to “Deliver as One” through the establishment and enhancement of reliable and cost-effective common services and development of solutions for integrated service delivery, focusing on achievement of the following results: Reliable and cost-effective Common Services: • Establishment of shared premises service package for all UN House Agencies and future development of additional services. • Development and update of Standard Operating Procedures to document all critical workflows. • Development of a sound and regularly updated common Business Continuity Plan. • Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment. • Ensures that the work is performed in accordance with all relevant UN Rules and Regulations and other established guidelines for the respective areas, including minimum service level agreements and other quality indicators.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. • Overseeing the effective provision of services including financial, human resources, procurement and logistics, reviews with UN counterparts service requirements. • Ensuring that common services and joint arrangements benefit UNDP in its objective to provide reliable and cost-effective services to the implementation of the country programme. • Coordination and effective management of UN surveys: Local Salary Surveys, Cost-of-Living, DSA and UN contracts on travel and other common services • Liaison with Government department, UN Agencies and HQs on common services issues. Development of solutions for integrated service delivery: • Preparation of cost benefit and feasibility assessments to focus the design of additional and integrated common services. • Advice to UN RC and OMT and coordination of activities to develop additional and integrated Common Services that will further reduce transaction cost and lead to effectiveness gains of UN business operations in a Delivering as One context. 8. Coordination of the UN security standards implementation for the UNDP staff safety and UN House security, focusing on achievement of the following results: • Performing function of UNDP Security Focal Point. • Ensuring the implementation of UNDP MOSS compliance. • Effective implementation of UNDSS guidelines for MOSS compliance as relating to UN House premises. 9. Leadership in development of operations service line and capacity building for national implementation, focusing on achievement of the following results: • New and innovative approaches and measures to further enhance UNDP service delivery capacities and approach, professional management and cost effectiveness. • Co-ordinate delivery of demand-driven service delivery to national implementing partners and programmes ensuring professionalism in support – e.g. timelines, responsiveness, quality in deliverables. • Technical guidance and operational support to implementing partners to enhance performance and quality assurance. • Development, establishment and management of UNDP operations service line, including capacity development programme for national implementation and business operations. • Works closely with the Programme Team to integrate capacity building for effective national implementation and operations into programming. 10. Coordination of forward-looking partnerships on operations, focusing on achievement of the following results: • Representing UNDP in OMT and lead selected inter-agency operations meetings/teams, ensuring smooth cooperation between agencies on joint undertakings and Delivering as One. • Advocating for UNDP services and delivery capacities with government counterparts, donor community, international financial institutions and the UN. • Negotiates agreements and cooperative arrangements with government counterparts, donor community, international financial institutions and UN agencies. • Establishment of collaborate arrangements with potential partners, a Client Relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements. • Training of operations staff of UNDP and other UN Agencies, as well as projects on efficient operations and harmonized business practices.
Competencies
Functional Competencies:Leadership and Strategic Thinking
- Effectively leads teams and demonstrates coaching as well as conflict resolution skills.
- Aligns staff to goals, delegates effectively, motivates others, gives clear direction, and initiates projects or actions.
- Creates a culture of accountability.
- Demonstrates openness to change and ability to manage complexities.
- Formulates strategies that are achievable, cost-effective, and address organizational goals by themselves or in coordination with other strategies
- Presents facts, analysis, and conclusions or solutions in a way that demonstrates command of content; factors in perspectives and interests of the audience; and shows what is in it for them or what meets the common good.
- Appropriately, involves others in a process or decision to ensure their support.
- Ensures that regular, consistent communication takes place within area of responsibility.
- Effectively negotiates "win-win" outcomes by identifying common interests, clarifying differences, and achieving consensus or compromise
- Takes actions in which the benefits to the efficiency and effectiveness of service delivery are weighed against potential risks.Generates creative new solutions and approaches to service delivery issues and processes.
- Ensures quality and quantity standards are met.
- Effectively networks with partners seizing opportunities to build alliances
- Identifies needs and interventions for capacity building of counterparts, clients and potential partners
- Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
- Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies
- Generates innovative ideas and effective solutions to problems
- Makes the case for innovative ideas documenting successes and building them into the design of new approaches
- Creates an environment that fosters innovation and innovative thinking
- Makes the case for innovative ideas from team with own supervisor
- Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, programme finance management, contract, asset and procurement, information and communication technology, general administration)
- Continues to seek new and improved methods and systems for accomplishing the work of the unit
- Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments
- Continually looking for ways to enhance financial performance in the office
- Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
- Anticipates client needs
- Demonstrates understanding of client’s perspective
- Builds strong relations with clients
- Solicits feedback on service provision and quality
- Provides inputs to the development of organizational standards for accountability
- Adheres to the core values of the United Nations; in particular, is respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status
- Builds support and political acumen
- Builds staff competence, creating an environment of creativity and innovation
- Builds and promotes effective teams
- Creates and promotes enabling environment for open communication
- Creates an emotionally intelligent organization
- Leverages conflict in the interests of UNDP & setting standards
- Shares knowledge across the organization and builds a culture of knowledge sharing and learning
- Informed and transparent decision making; calculated risk-taking
Required Skills and Experience
Education:- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
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5 years of relevant experience at the senior level at a public/private national/international organization providing management advisory services, leading programme implementation and operational support. Experience in leading teams and staff management. Experience in leading cooperation among international organizations and national governments is an advantage.
- Knowledge of accrual accounting, IPSAS or IFRS is highly desirable.
- Knowledge of UN or public procurement regulations and rules a strong advantage
- Experience in the usage of computers and office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft.
- Fluency in English, Romanian and Russian.
- Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language is an asset.
All interested candidates must complete a PERSONAL HISTORY FORM (P-11). Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
Those who have applied to the vacancy "Assistant Resident Representative - Operations" in May-June 2014 are not required to re-apply. The received appllications will be reviewed for compliance to the requirements for the position of Head of Operations.
This is a local position, therefore only citizens of the Republic of Moldova are eligible to apply.
This is an external advertisement, but internal candidates (holding UN Letter of Appointment) applying for this position will be given priority consideration.