Job Description
This is a unique opportunity to contribute to the stability and development of Sudan by providing essential support services to UNOPS operations. The position offers exposure to a wide range of responsibilities, from financial management and procurement to human resources and security, allowing for professional growth and development in a challenging and rewarding environment.
This position operates within a complex and dynamic environment, requiring a seasoned professional to provide comprehensive support services across various functional areas. The role is critical in ensuring operational effectiveness, compliance, and efficient resource management, contributing to the successful implementation of UNOPS projects and programs in Sudan.
The Support Services Senior Officer conducts substantive analysis, judges the validity of conclusions, and synthesizes proposals to meet demands in support services. The role ensures the effective and efficient delivery of support services, contributing to the overall success of UNOPS projects and programs in Sudan.
Advisory and Technical Support
- Coordinate and advise senior management to ensure operational effectiveness, focusing on the implementation of corporate directives, guidelines, and strategies.
- Provide support to UNOPS programs regarding their operational arrangements, including financial guarantees, and innovative approaches to finance private and public sector projects, as well as risk assessment and mitigation.
- Actively support knowledge building and sharing to promote implementation of international best practices in management and operations.
- Coordinate and provide input on the creation and implementation of Standard Operating Procedures (SOPs) and workflows to review and improve operational processes and procedures.
- Build staff capacity in operations and produce lessons learned to rectify future operational issues.
Procurement Support
- Provide support in the management of procurement of the relevant office supplies in a quality and timely manner, as well as procurement activities to be undertaken in support of projects and programs.
- Liaise with HAMCO Procurement through HoSS, IPAS Procurement and Sustainable Procurement Practice Group as required to resolve issues and challenges.
- Support in reviewing the International Tender Bids (ITBs) and Request for Quotations (RFQs) before their finalization, and ITB/RFP bidding documents prior to launching tenders to ensure bidding documents are in compliance with UNOPS procurement procedures.
- Review evaluation of proposals received, recommendations for contract awards, and participate in negotiations with successful bidders as and when required.
- Review and clear contract documents and agreements with partner institutions and UN agencies. Oversee the administration of contracts and agreements as well as processing of amendments, as required.
Financial Management
- Support the Management and the Local Shared Service budget expenditures for Sudan Office in conjunction with Finance.
- Maintain oversight over UNOPS’s financial position and financial projections, and escalate any exceptions and issues to senior management in a timely manner.
- Provide support in the management of the Finance Unit and ensure compliance with UNOPS financial rules and regulations, financial policies and procedures.
- Assist the project team in reviewing and consolidation of Periodical expenditure/financial reports.
- Prepare the financial exception reports for unusual activities, transactions and investigation of any anomalies and advice necessary adjustments to the Program team.
- Provide responses to audit queries and ensure compliance and timely implementation of all audit recommendations related to financial reports.
- Ensure that all relevant internal and control mechanisms in projects are duly established and implemented.
- With HAMCO Finance actively coordinating the Quarter & Year end UNOPS books closure activities with all relevant teams including and annual budgeting deadlines set by the UNOPS HQ.
Human Resources Management
- Provide support in the management of the HR Unit, and ensures compliance to procedures; liaises with HAMCO HR,and People and Change Practice Group as required to resolve issues and challenges.
- Follow up the overall HR and talent management of UNOPS Sudan office and projects, including but not limited to recruitment, orientation, training, performance management, and issue management of staff and consultants.
- Support periodic market research on local salary scales, and other corporate reporting requirements.
- Provide support in the preparation of a learning plan for UNOPS personnel based on business needs and capacity issues.
- Contribute to staff capacity through training, coaching and mentoring on relevant HR and operations issues.
Security and HSSE Support
- Provide support and coordinate with the Security Associate to ensure office compliance with security protocols across UNOPS premises, and operations in Sudan, the Security Associate reports directly to the head of office as per the structure.
- Ensure premises Health, Safety, Social and Environment (HSSE) compliance and assessment is carried out according to corporate policy, and produce reports on time.
Administrative and Liaison Support
- Oversee and facilitate obtaining of visas, registration, travel permits, organize formal meetings and other relevant government documents for UNOPS staff and contractors through regular interaction with the Ministry of Foreign Affairs, etc.
- Ensures the efficient and timely delivery of support services to UNOPS activities and the provision of common services through the UN Country Team and other partners.
- Represent the Head of Office in relevant UN Country Team forums and working groups (including OMT and common services meetings), ensuring effective coordination with UN entities and compliance with UN/UNOPS operational policies and procedures.
- Organize and Coordinate the provision of support services to projects and programs, including finance/admin, HR, procurement and logistics.
- Serve as an interface between projects and HAMCO management on all administrative issues (including HR, admin, legal, security, finance and procurement).
- Ensure that UNOPS rules and procedures are fully applied in all support services and operations areas, supports the Head of Office and HAMCO Head of Support Services with compliance issues, including following up on and implementing audit recommendations.
- Set up the guest house, ensure its upkeep, maintain and supervise the cleaning team, establish GH SOP and rates, and collect usage costs per person.
Information Technology Support
- With the coordination of the MCO ICT unit the Support Service Officer develops CO ICT strategy and annual action plan, based on the program portfolio of the CO.
- Ensure proper maintenance of server equipment, computers/laptops, and other ICT equipment owned by the office or projects.
- Supervise the implementation of the ICT annual action plan, ensuring resources are acquired.
- Perform other duties as required, including coordinating the review and upgrading of the UNOPS ICT infrastructure.
- Setting-up the KPIs for the ICT unit, in close coordination with HAMCO ICT unit.
- Produce regular reports to the Head of Office and Head of Support Services.
Project Planning and Coordination Support
- Support the Head of Office and relevant units in the review of the operational aspects of proposed projects, including implementation plans, cost implications, and identifies milestones to ensure success.
- Support and Coordinate the Head of Office, Head of Program (HoP), Project Management Officer, and HAMCO Head of Support Services, with determining support services required for providing support to projects and activities and setting goals, targets and performance standards for projects.
- Review, monitor and evaluate the existing arrangements to improve service quality and cost-efficiency.
- Analyze project budgets and revisions, advises programs and projects with regards to the deployment of funds, and issues such as project inception and closure.
- Negotiate with service providers in the framework of relevant office and project activities and report to the Head of Office.
- Provide support in the preparation and revision of project budgets, work plans, and project engagement documents, including ToRs, MoUs, Letter of Agreements (LoAs), and Implementation Analysis Notes (IANs), ensuring appropriate costing of direct and operational expenses.
- Monitor donor fund contributions (committed and actual), receipt of funds, commitments and actual expenditures, update status, forecast and business acquisition.
- Align office procedures and systems to create a client-oriented culture in provision of operational support services.
