Under the guidance of the Deputy Resident Representative/Direct Supervisor, the Manager, Operations Support Services provides high quality professional management expertise to manage UNDP operations and advise the Senior Management on all aspects of CO management and operations. This includes strategic procurement and logistics, travel and transport, security and asset management, UN Privileges & Immunities, and UN common services consistent with UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.
As a member of the CO management team, substantively contributes in the strategic direction of operations focusing on achievement of the following results:
Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
Mapping of business processes and establishment of internal Standard Operating Procedures (SOPs) for the Operations Support Services Unit
Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and contributions to UNDP knowledge networks and communities of practice.
Ensures provision of efficient procurement and logistical services, contracts and lease development, focusing on achievement of the following results:
CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
Elaboration of the CO 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, Manager, OSSU acting as Manager Level 2 in Atlas for Purchase orders approvals.
Contract and Lease Development; Compliance to the terms and conditions of the contracts/leases, and safeguarding the interests of the organization.
Planning and strategizing quick implementation support during the national disasters. Developing recommendations for submission to the contracts committees.
Ensures a robust travel and transport management system is in place
Performance of the official travel management services agent for the UN System in Pakistan under the provisions of the Travel Management Services Contract.
Application of most economical suitable travel options, ticket purchase, travel entitlements, hotel accommodation, VIP protocol, and airport transfers.
Interaction with the concerned Government officials for securing Pakistan visas for the UN officials and their dependents in Pakistan, and obtaining of visas for UN sponsored travel from foreign missions
Selection of good commercial hotels throughout Pakistan compliant to security requirement for establishing subsistence allowance for the UN System in Pakistan.
Development of transport management policy on the purchase and rental of vehicles, recruitment of drivers, planning scheduling of vehicles and drivers, and monitoring fuel and maintenance expenditure trends.
Prudent utilization of transport resources. Coordination with the concerned Programme Units, the Projects and the Government for the effective use of vehicles.
Ensures effective asset management and inbound/outbound shipment mechanism for the Country Office
Proper management of UNDP assets, facilities and logistical services.
Training and oversight function of asset management for UNDP NEX/DEX Projects, and of other affiliated agencies
Management of inbound/outbound shipment through the authorized shipping agent, liaison with the concerned Government Authorities on protocols, and UN Privileges & Immunities
Application of custom exemptions to the UN consignments, coordination with the concerned Government Ministry/Department Officials for securing endorsement and adherence to the prevailing custom rules
Selection of the agent on competitive basis for custom clearance, and inland transportation
Ensures compliance to the Minimum Operating Security Standards in Pakistan
Development of Country Office Security Preparedness Plan and update with the evolving security situation
Information dissemination including security and travel advisories to the staff, compliance to the security rules while traveling by air/road within the country
Compliance to the Minimum Operating Security Standards in Country for the safety of the staff while at work and/or after office hoursq Reporting of security incident involving UN staff and property to the head of the mission and the UN Department of Safety Services
Focal Point of Security for the travel of staff/vehicles within the Country, and ensures security clearance of the staff
Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
Space planning, space configuration, availability of utilities and communication facilities
Demonstrates integrity by modeling the UN’s values and ethical standards.
Promotes the vision, mission, and strategic goals of UNDP.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Treats all people fairly without favoritism
Knowledge Management and Learning:
Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example.
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to lead strategic planning, results-based management and reporting
Ability to lead formulation and monitoring of management projects
Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration
Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change
Management and Leadership
Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitudeq Demonstrates good oral and written communication skills
Demonstrates openness to change and ability to manage complexities
Leads teams effectively and shows mentoring as well as conflict resolution skills
Demonstrates strong oral and written communication skills