OPERATIONS SPECIALIST Job in South Sudan

Background

Within the framework of the 2005 Comprehensive Peace agreement (CPA), the DDR Program (now considered Phase 1) meant to enhance short-term security through capitalizing on peace dividends through reintegrating individual ex-combatants (XCs) and Special Needs Groups (SNGs), while also contributing to longer-term peace and stability.  It aimed at contributing to the implementation of the remaining CPA and post CPA by creating an enabling environment to enhance security through the provision of technical and material support to the national authorities is coming to end by December 31st 2011.    On July 9, 2011 the New republic of South Sudan was born as a result of the January Referendum.  A new page in the history of the country opened up along with a new direction to the DDR program in South Sudan as a new DDR policy paper has been prepared and submitted to the Council of Ministers and a participatory planning workshop for Phase 2 conducted in July-August.    With support from the international community, the upcoming Phase 2 main objectives will be to disarm, demobilize and provide appropriate support to the reintegration into civilian life of the 150,000 eligible participants (80,000 SPLA and 70,000 Police, Fire Brigade and Forest Protection agents) and to contribute to the rightsizing of the New South Sudan Armed Forced (SPLA/SSAF) building an army of development.     Acting under Security Council Resolution 1996 (2011), the new UNMISS increased its presence and move DDR staff from Khartoum to Juba to better support the South Sudan DDR Program. In this context, UNDP is in the process of strengthening its DDR support to the Government of South Sudan by recruiting senior technical staff to help complete Phase 1 of the DDR programme and contribute to planning and implementation of Phase 2 due to commence early 2012.      Under the overall guidance and supervision of DDR Project Manager  the Operations Manager acts as an advisor to Senior Management on all aspects of DDR project management and operations. The Operations Manager is responsible for strategic financial and human resources management, efficient procurement and logistical services, and ICT and consistency with UNDP rules and regulations. The Operations Manager ensures consistent services delivery to DDR programmes and projects. The incumbent  will support in setting policies and methods to maximize the DDR Unit performance in operations demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the operations to take into account changes in the operating environment as and when needed. The Operations Manager leads and guides the DDR Operations Team and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. The Operations under the supervision of the Head of Operations works in close collaboration with CO, programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operations services.

Duties and Responsibilities

Summary of Key Functions:                                 Financial resources management and supervision of the Finance team Human Resources Management and supervision of the HR team Efficient procurement and logistical services and supervision of the Procurement team  Information and communication management and supervision of ICT team Common services organization and management, establishment of partnerships with UNDP CO and other UN Agencies.   As a member of the DDR management team, ensures the strategic direction of operations focusing on achievement of the following results: Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring achievement of results. Provision of advice on strategies, policies and plans affecting DDR operations, delivery of practice advisory, knowledge and learning services. Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements. DDR business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical and ICT services, Results Management. Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment. Knowledge building and sharing with regards to management and operations in the DDR, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice .  Ensures effective and accurate financial resources management and supervision of the Finance team 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 and oversight of DDR 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. Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.   Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results: DDR compliance with corporate human resources policies and strategies. Optimal staffing of the office and projects. Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development.   Ensures efficient procurement and logistical services management and supervision of the Procurement team focusing on achievement of the following results: DDR compliance with corporate rules and regulations in the field and management of the DDR procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement. Management of DDR 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. Acts as Manager Level 2 in Atlas for Purchase orders approvals. Proper management of UNDP assets, facilities and logistical services. Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results: Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries 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. 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.

Competencies

Building Partnerships   Level 2: Identifying and building partnerships                             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 Promoting Organizational Learning and Knowledge Sharing Level 2: Developing tools and mechanisms                                         Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies Job Knowledge/Technical Expertise Level 2: In-depth knowledge of own discipline                                 Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources 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 Promoting Organizational Change and Development Level 2: Assisting the individuals to cope with change                                        Performs appropriate work analysis and assists in redesign to establish clear standards for implementation Client Orientation Level 2: Contributing to positive outcomes for the client                            Anticipates client needs Demonstrates understanding of client’s perspective Solicits feedback on service provision and quality Promoting Accountability and Results-Based Management Level 2: Input to the development of standards and policies                                 Provides inputs to the development of organizational standards for accountability Design And Implementation of Management Systems Level 2: Designing and implementing management system                         Makes recommendations regarding operation of systems within organizational units Identifies and recommends remedial measures to address problems in systems design or implementation

Required Skills and Experience

Education: Master’s degree in Public Administration, Business Administration, Finance, Economics or any related field. Experience: 5 years of relevant experience at the national or international level 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 web based management systems and ERP systems, preferably PeopleSoft. Experience of accrual accounting, IPSAS or IFRS is highly desirable.  Language: Fluency in  English required, and proficiency in local languages would be an asset.  How to Apply : http://alturl.com/h75gz