Operations Manager - P5 [Ukraine]

 

Site

Ukraine, Kiev Oblast, Kyiv

Sector:

Nonprofit/Community/Social Services/International Cooperation

Role:

Other

Date: 17/05/2023 (Expiry date: 30/05/2023)

Job 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.

Following Russia's invasion of Ukraine on 24 February, large-scale active armed conflict continues in Ukraine with a high risk of further escalation. The situation in Ukraine and the wider region remains fluid and unpredictable with conflict dynamics continuing to evolve rapidly. In view of the above, the UN System including the UN Development Programme (UNDP) in Ukraine is dealing with a complex, multi-dimensional, protracted crisis in the context of the overall highly dynamic and unpredictable national and wider regional security environment. This includes a high potential for further escalation not only in the current areas of active fighting, but also considerable risk of missile strikes and shelling in and around all major urban centres across the country and key transport and infrastructure/energy strategic hubs and locations. These riskslikely resulting in severe longer term and deeper impact negative consequences on the overall security, humanitarian, human rights and socio-economic situation in Ukraine and beyond. UNDP responded to the war from day one, working in close coordination with the Government of Ukraine at all levels, communities and civil society, private sector, and international development partners. The response includes dramatically scaled up and adapted development programmes to support the crisis response, while preparing for recovery. The UNDP in Ukraine will need to remain flexible, nimble, coordinated, and able to quickly respond to emerging challenges in an increasingly politically sensitive setting, to enable timely, effective and coordinated support to national and international governmental and non-government partners working to address the worsening needs on the ground.

UNDP is currently implementing a comprehensive Resilience Building and Recovery Framework, fully aligned to its Country Progrmme, to strengthen and leverage resilience of individuals, communities, and institutions in the country to maintain core government functions and public service delivery functioniung, and initiate economic recovery in the country with the prospect of mainting the development trajectory on course. In this context and in light of expanded programmatic activity, UNDP is expanding its operational capacity in country and intends to hire an Operations Manager to enhance oversight and effectiveness.

Duties and Responsibilities

Leads and advises on strategic direction of operations and risk-informed management

• Ensures compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring achievement of results;
• Manage, develop and coordinate operational strategies, policies and plans affecting CO operations, delivery of practice advisory services knowledge and learning services;
• Leads the establishment of and continuous maintenance of efficient CO business processes and standardized internal Standard Operating Procedures along with Key Performance Indicators in Oversight and Risk Mitigation, Procurement, Human Resources, Finance, Logistical and ICT services, Results Management;
• Advises and advocates for the development and management of new and innovative operational business practices and activities through the provision of coordinated intelligence and guidance to Operations team;
• Monitoring, projection and analysis of the operating environment, quick readjustment of the operations, advises on legal considerations, risk assessment and mitigation measures;
• Support the DRR in maintaining oversight of high-risk projects and portfolios, and risks of high severity emanating from projects and the various risks assessment tools, to ensure necessary and timely follow up action;
• 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;
• Guides and ensures effective performance management and staff learning to motivate and promote organizational excellence in his/her teams.

Oversights day-to-day management of operations team

Human resources management and overall supervision of the HR team:

• Ensures CO compliance with corporate human resources policies and strategies;
• Guides and advises senior management in ensuring optimal organizational structure of HR unit to ensure effective HR operations in line with UND's People's Strategy 2030;
• Strategic guidance and oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development;
• Provides overall guidance to HR Specialist and the team ensuring learning culture is implemented in CO as well as proper onboarding and offboarding procedures are followed in line with SOPs.

Strategic core resources management and overall supervision of the Finance team:

• Oversees the effective budgeting and management of CO resources;
• Guide finance ensuring timely and quality disbursement services is provided to clients;
• In close coordination with other operational teams, monitors and ensures the effective management of DPC funds, cost-recovery for the services provided by the CO to projects and other UN Agencies in line with SLAs;
• Establishes and supervises implementation of adequate internal controls to ensure the integrity of financial transactions and systems;
• Monitors and supervises the implementation of the integrated planning, budgeting and utilization of resources in line with established policies and procedures;
• Member of the bank signatory panel.

Procurement, administration, and logistical services management and overall leadership of the Procurement team:

• Ensures CO compliance with corporate rules and regulations in the field and management of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Management 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;
• Oversees the proper management of UNDP facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO's assets in close collaboration with the Chief Finance Officer.

Information and communication management and leadership of ICT team:

• Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries;
• Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
• 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.

Audit:

• In consultation with the DRR, take responsibility for effective follow-up and implementation of all audit issues; ensures full compliance to audit requirements and recommendations.

Enterprise Risk Management:

• Assists the DRR in identification, costing, management, and mitigation planning and as required escalating country-level risks, and the implementation of the risk management strategy in order to deliver country programme results and achieve impact. She/he works closely with the CO team to ensure risks are accurately costed and risk treatments are up to date, implemented and on track.

Management and implementation of corporate performance tools:

• Responsible for monitoring the implementation of corporate performance tools for programme and operational effectiveness, establishment of management targets, monitoring achievement of results.

General administration:

Provide oversight to the management of CO administrative services, including travel and logistics.

Ensures support to Field offices and other clients i.e., UN agencies and RCO, and guides proper common services organization and management

• Ensure that CO field offices are provided with quality services by all operations units;
• Elaboration of the strategic approach to implementation of common services in line with the UN reform, the latest developments in common services and the best practices;
• Oversees efficient provision of client-oriented transactional services in human resources, procurement, and administration to UN agencies.

Ensures coordination of security of UNDP staff and premises

• Support in ensuring UNDP security compliance and efficient implementation of the day-to-day UNDP safety and security matters;
• Represents UNDP in SMT if requested by the (Deputy) Resident Representative and is responsible for efficient implementation in UNDP of security measures agreed in the SMT and for compliance with security policy;
• Ensures that Business Continuity Planning is in place and tested to ensure operability of UNDP in all circumstances

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.

Competencies

Core

• 
  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 InclusionLEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross-Functional & Technical competencies

Thematic AreaNameDefinition

Business direction and strategyBusiness acumen

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgements and quick decisions within such frameworks.

Business direction and strategyNegotiation and influence

• Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates 'win-win' situations.

Business managementResource management

• Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.

Business ManagementOperations 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

Business ManagementRisk Management

• Ability to identify and organize action around mitigating and proactively managing risks

Business ManagementPortfolio Management

• Ability to select, prioritise and control the organiationals programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimising return on investment
• 2030 Agenda: Engagement & EffectivenessCrisis management / Country Management Support
• Crisis coordination

Required Skills and Experience

Education:

Master's Degree or equivalent in Business Administration, Public Administration, Management, Economics, or related field.

Bachelor's Degree or equivalent in Business Administration, Public Administration, Management, Economics, or related field with 2 additional years of experience, could be considered in lieu of Master´s Degree.

Experience:

• Minimum ten (10) years of senior operational working experience (with Master's Degree) and twelve (12) years of experience (with Bachelor's Degree).
• At least four years of relevant experience at P4 or higher level in a crisis and recovery context is an asset.
• Hands-on experience of complex operations management, programme support and operational systems in a crisis setting is required.
• Demonstrated ability in effective people management and lead large diverse teams is required.
• Managerial experience in finance, human resources, procurement, ICT and/or administration in developing country context is desirable.
• Ability to establish and maintain effective working relationships with stakeholders, government counterparts and international organizations is desirable.
• Demonstrated knowledge of UNDP programme and project management policies and procedures is desirable.
• Experience in the usage of computers and office software packages, experience in handling of web-based management systems and ERP systems is desirable.

Language requirements

• Fluency in written and spoken English is required.
• Knowledge of Ukrainian is an asset.
• Knowledge of another UN language is desirable

Other

Qualified female candidates are especially encouraged to apply.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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More details

Working hours (%): 80-100%

80-100%

Type of contract: Staff (Permanent and Fixed Term)

Duration: 1 year

Macro-area: Eastern Europe and Central Asia

Level of experience: Senior Professional, more than 5 years

Area of work: Economics

Type of organisation: Multilateral Organisations

 

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