Dutystation: Vienna, Austria
Functional responsibilities
Summary of functions:
Supervise and oversee MCO operations and teams (finance, HR, procurement, HSSE, ICTs, administration, etc.) to ensure achievement of results, whilst driving compliance with corporate strategies, rules, regulations, policies, and standards of accountability, ethics and integrity.
Monitor support services provision to ensure continuously improving client service and satisfaction, including liaising with appropriate RO/HQ units for required support.
Contribute to the formulation of MCO strategies and procedures through advisory services to the MCO Director.
Provide technical advice and operational guidance on innovative approaches to project financing, risk assessment/mitigation and use of financing structures, mechanisms, instruments and guarantees.
Collaborate with the appropriate teams to identify the need, determine cost and plan all MCO support services, including procurement, finance, human resources, security, ICT and administrative services.
Assist the MCO Director in setting goals, targets and performance standards for projects, and recommend tools for monitoring, evaluation and auditing.
At the request of the MCO Director, participate in any UN forum discussions and planning to ensure UNOPS position, interests and priorities are fully considered.
Lead on health, safety, security and environmental (HSSE) matters to ensure they are integrated into all aspects of the operations and that related risks are managed effectively.
Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority , harassment , sexual harassment and exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.
Undertake regular travel and visits to relevant office, project and partner locations and sites across the ECR/AUMCO region, for monitoring purposes, as well as to support relevant management and surge needs.
Provide guidance and support to programme and project budget preparation, revisions and work planning.
Provide input into project engagement and acceptance documents including assisting with contract negotiations.
Provide advice on goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing.
Monitor project financial projections, take decisions and/or refer critical issues to the MCO Director, HoP and/or other stakeholders for action.
Provide advice on programme and project cost sharing, deployment of funds and closure.
Constantly monitor and analyze the operating environment to identify potential risks and take action/refer critical issues for intervention to ensure delivery of results.
Troubleshoot any issues that might cause interruption in the support services management.
Oversee and supervise MCO 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.
Evaluate contractual arrangements and legal commitments/risks for appropriate action.
In consultation with relevant colleagues, review, administer and issue contracts, agreements/amendments with institutions and UN agencies.
Support project teams in ensuring UNOPS procurement standards and processes are being followed, and logistics of goods and equipment on project sites to confirm delivery and safe warehousing.
Evaluate, list, update and monitor the performance of the roster of service providers of suitable firms or institutions.
Prepare the MCO financial plan and manage the budget process/cycle to ensure timely revisions and reallocation of funds.
Oversee the 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 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 stakeholders.
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 MCO and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the applicable procedures, in consultation with the MCO Director and HoP.
Act as a focal point for any internal/external audit exercise.
In consultation with the HoP, plan personnel required for MCO programmes/projects.
Oversee 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.
Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.
Exercise control of all staffing issues within the MCO as required by the projects’ demands including recruitment, training, staff performance review.
In close collaboration with HQ, support 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 leveraging the use of IT to enhance business operations and efficiency and to facilitate knowledge management, and information sharing.
Manage the timely and efficient delivery of all administrative services, (e.g. premises, asset management, organizational and personnel security, travel and IT).
Education/Experience/Language requirements
TOGETHER, WE BUILD THE FUTURE
UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.
Our mission is to help people build better lives and countries achieve peace and sustainable development.
We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.