Under the direct supervison of the Finance and Administration Manager, the Operations and Administrative Specialist will peform the following functions:
Programme support
Support the Finance and Administration Manager in providing day-to-day overall programme management functions to ensure compliance with UNOPS and other applicable rules and regulations.
Carry out programme management functions as delegated and ensure compliance with project/programme management guidelines including engagement development, quarterly project assurance, ensuring consistency with both external requirements such as legal agreements and contractual obligations, as well as UNOPS internal reporting.
Supporting the Finance and Administration Manager to develop and implement the Secretariat’s workplan and collaborate with colleagues to identify the needs, determine costs and plan all support services, including human resources , procurement, finance, travel, information and communications technology and administrative services.
With appropriate frequency assess the status of RBM projects and identify areas of concerns that present risk to the success of RBM projects, collaborating with colleagues to identify and implement mitigation strategies as required, and escalating to the Finance and Administration Manager, as appropriate.
Contribute to the preparation of project/programme workplans, including establishment of resource requirements and cost implications.
Support the submission, review and follow-up of annual budgets and workplans to the Board and other constituencies, as requested.
Manage stakeholders at authorized level to ensure constant responsiveness to needs and monitoring of programme implementation progress and proactively address all issues arising.
Ensure compliance with UNOPS assurance processes.
Support with the overseeing of the day-to-day operational aspects of the RBM Secretariat.
Procurement and grants
Ensure appropriate application of UNOPS procurement governance framework (rules, regulations, policies and tools) in Finance and Administration unit and operations.
Ensure procurement strategies, approaches and plans are designed and implemented according to cost reduction and saving strategies.
Create, implement and oversee proper monitoring and control of procurement processes in Finance and Administration unit and projects including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS procurement rules and regulations.
Review and pre-cleare solicitation documents, requests for awards and submissions to Contract and Property Committees (CPCs) in role as Procurement Reviewer (in OneUNOPS and Enterprise system).
Ensure procurement contracts and contractors are optimally managed through supplier and contract performance management against agreed benchmarks and through agreed reporting mechanisms.
Provide and review technical input in preparation of terms of reference for contractors, subcontractors and consultants; prepare list of suitable firms and individual consultants; evaluate proposals received; prepare documents for award within delegated authority or make recommendations for contract awards; help negotiate with successful bidders and prepare contracts and letters of agreement; do the necessary transactions related to ERP system and OneUNOPS.
Under delegated authority assist the Secretariat team by providing grant support services.
Advise personnel across RBM on the application, interpretation and adoption of corporate operational rules, procedures and guidelines.
Administration
Assist in the administration and monitoring of all procurement and routine administration aspects of service delivery.
Create and update award information, including established project information and associated contracts and activity definitions and according to established procedures.
Draft project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS and RBM format and style.
Process Purchase Orders (Pos), performance of reconciliation activities on purchase orders such as close and cancel POs. Inquiries on PO details and activities.
Support with HR administration done at the RBM Secretariat level, such as desk reviews, drafting and reviews of ToRs/JDs in collaboration with Hiring Managers, as needed.
Ensure efficient document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive reports to donors.
Ensure processing of travel and other expenses according to established procedures and practices.
Foster continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek cooperation. Resolution of routine administrative and process problems, referring complex issues to the Finance and Administration Manager with recommendations for course of action.
Support RBM Secretariat by providing practical, result-oriented guidance and coordination in order to optimize workflows and standardized processes with regard to RBM needs, including contribution to the development of operational manuals and procedures.
Support personnel management
Exercise control of all direct report issues, including recruitment, onboarding and staff performance review.
Promote and support a learning culture by empowering individuals 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.
Perform other related duties as required.
Education/Experience/Language requirements
Education
Advanced university degree (Master’s degree or equivalent) in a relevant field such as finance, business, programme /project management, public administration or other relevant related field is required.
A Bachelor’s degree with a combination of two additional years of relevant experience may be accepted in lieu of the Master’s degree.
Experience
A minimum of five (5) years of progressively responsible experience in development projects, with significant international experience in project management, donor relations, service delivery and establishing relationships among international organisations or related fields is required.
Proven track record in managing people and operational and financial systems and dealing with UNOPS regulations, rules and policies in the areas of contracting, procurement and human resources is desirable.
Experience in UN system organisations, preferably in a developing country, is desirable.
Language
Fluent spoken and written English is required. Knowledge of French is desirable.
