Job Description
Devex is assisting a multinational organization in identifying candidates for the position of Head of Support Services for their Diversity Pipeline.
Our client’s mission is to help the poor by strengthening the organization’s capacity of governments and other partners to conduct their activities in infrastructure, project procurement and management of sustainable and efficient.
Within these three main areas of expertise, the organization provides its partner’s transactional services, consulting and implementation for projects ranging from building schools and hospitals in the purchase of goods and services, through the training of local workers.
GENERAL BACKGROUND:
The Head of Support Services reports to the Operational Hub Director/Operations Centre Director, who provides general guidance and supervision. The role is responsible for providing an efficient and integrated support service for the Operational Hub/Operations Centre.
FUNCTIONS:
Advisory and Technical Support
- Contribute to the formulation of Operational Hub/Operations Centre strategies and policies through advisory services to the Operational Hub/Operations Centre 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 colleagues to identify the need, determine cost and plan all Operational Hub/Operations Centre support services, including procurement, finance, human resources and administrative services.
- Assist the Director in setting goals, targets and performance standards for projects, and recommend tools for monitoring, evaluation and auditing
- Monitor and supervise all aspects of operations to ensure compliance with corporate strategies, organization rules, regulations, policies, and standards of accountability, ethics and integrity and achievement of results.
- Monitor support services to ensure optimum client service and satisfaction, including liaising with appropriate Head Quarters Practice Groups for required support.
- At the request of the Operational Hub/Operations Centre Director participate in any of the organization’s forum discussions and planning to ensure the organization’s position, interests and priorities are fully considered.
- Act as focal point for any internal/external audit exercise.
Project Planning and Coordination Support
- Provide assistance 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 Operational Hub/Operations Centre Director and/or other stakeholders for action.
- Provide advice on programme and project cost sharing, deployment of funds and closure.
- Constantly monitor and analyse the operating environment to identify potential risks and take action/refer critical issues for intervention to ensure delivery of results.
- Closely liaise with the Field Offices (within the OH/OC) in order to troubleshoot any issues that might cause interruption in the support services management.
Procurement
- Oversee and supervise Operational Hub/Operations Centre procurement processes, including tendering processes and evaluation and supplier selection, to ensure viable procurement solutions that meet operational needs and compliance with the organization’s procurement procedures, regulations and standard of accountability, ethics, integrity and performance.
- Evaluate contractual arrangements and legal commitments/risks for appropriate action.
- Oversee the efficiency and integrity of the procurement evaluation process to ensure cost-effective procurement of goods and services.
- In consultation with relevant colleague, review, administer and issue contracts, agreements/amendments with institutions and the organization’s agencies.
- Oversee the 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.
Financial Management
- Prepare the Operational Hub/Operations Centre financial plan and manage the budget process/cycle to ensure timely revisions and reallocation of funds.
- Oversee Finance Unit and ensure compliance with the organization’s 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 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 OH/OC and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordiance with the applicable procedures.
Human Resource Management
- Plan personnel required for Operational Hub/Operations Centre 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 OH/OC as required by the projects’ demands including recruitment, training, staff performance review.
Administration and Information Technology
- In close collaboration with Headquarters, 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).
Knowledge Management and Innovation
- Contribute to the development and introduction of innovation to ensure that the organization is continually incorporating best practice approaches in Operational Hub/Operations Centre support services.
- Contribute to the dissemination and sharing of best practices and lessons learned for corporate development planning and knowledge building.
- At the request of the Operational Hub/Operations Centre Director and in collaboration with the team, plan, implement and organise strategic capacity building of project personnel, clients and stakeholders.
IMPACT OF RESULTS
The effective and successful achievement of results by the Head of Support Services directly impact on the development and performance of the programmes and projects, visibility and image of the organization as an effective service provider in project services and management and consequently strengthen its competitive position as a partner of choice in sustainable development and project services in the country served.
COMPETENCIES
Core competencies:
- Demonstrates integrity by modeling the organization’s values and ethical standards.
- Promotes the vision, mission, and strategic goals of the organization.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Treats all people fairly without favouritism.
Functional competencies:
- Ability to build effective working relationships with clients and to achieve results in a responsible and collaborative manner.
- Ability to communicate ideas and concept clearly and convincingly.
- Ability to go beyond established procedures and models and to manage complex situations to resolve issues and deliver results.
RECRUITMENT QUALIFICATIONS
Education:
- A Master’s degree in a relevant related field is required.
Work Experience:
- A minimum of 7 years of progressively responsible experience covering at least two of the following operations functions: Procurement, Finance/Audit, Logistics/ Asset Management and Human Resources.
- Some experience in the organization’s system organizations preferably in a developing country is desirable.
- A minimum of 3 years of leadership experience, including a proven track record managing staff and operational systems and rules and policies in the areas of contracting, procurement and human resources is desirable.
- Knowledge of the other functions is desirable
- A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.
Language Requirements:
- Fluency in English is essential
- Fluency in Spanish and French, highly desirable
Additional Information:
- French and Spanish-speaking Female candidates and French-speaking Male candidates are encouraged to apply.
- Qualified applicants must be willing to work/relocate to any of the organization’s country offices and/or countries of operation.
About the Organization
We are Devex, a driving force in global development on a mission to connect people, information and ideas to make a $200-billion industry do more good for more people. Through devex.com, we offer news, business information, and recruiting services to our 500,000-member community including CARE, Microsoft, World Bank UNDP, ADB, and other leading firms, donor agencies, NGOs and development professionals.
Headquartered in Washington DC, and with offices in Barcelona, Manila and Tokyo, our social enterprise consists of 100 accomplished, über-smart, dynamic, exuberant staff who give their all to make sure what we do makes a difference. Devex offers competitive salaries and benefits as well as creative spaces, flexible schedules, snack-filled fridges and all the espresso you can drink. If you see yourself as part of a progressive group of global development game changers, join us!
