Operations Officer for UNODC in Mexico. Pre-classified Grade: Representative of UNODC in Mexico.

Transcription

1 I. Position Information Job Code Title: Operations Officer for UNODC in Mexico. Pre-classified Grade: NOA Supervisor: Representative of UNODC in Mexico. Location: Mexico City Application deadline: January 2 nd, 2018 II. Organizational Context Under the guidance of the Representative of UNODC in Mexico, the Operations Officer acts as an advisor to Senior Management on all aspects of management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UN and UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the office/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. The Operations Officer leads and guides the UNODC LPOMEX`s Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a clientoriented approach. The Operations Officer works in close collaboration with programme and project teams in the LPOMEX, operations staff in other UNODC offices and UN Agencies, UNODC HQs staff and Government officials to successfully deliver operations services. III. Functions / Key Results Expected Summary of Key Functions: Ensuring strategic direction of operations to best serve the obtainment of programmatic objectives. Financial resources management and supervision of the Finance team Human Resources Management and supervision of the HR team Efficient procurement and logistical services and supervision of the Procurement team Information and communication management and supervision of ICT team Common services organization and management, establishment of partnerships with other UN Agencies 1. As a member of the UNODC LPOMEX management team, ensures the strategic direction of operations to best serve the obtainment of programmatic objectives, 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 1

2 (BSC) and monitoring of achievement of results. Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements. UNODC LPOMEX business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services. Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment. Knowledge building and sharing with regards to management and operations in the UNODC LPOMEX, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNODC knowledge networks and communities of practice. 2. Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results: Proper planning, expenditure tracking and audit of financial resources, including extrabudgetary income in accordance with the UN and UNDP rules and regulations. Proper management of the contributions received, business process and accounting for contributions to ensure that the funds due to the UNODC LPOMEX is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation. Performance of Approving Officer and / or Intermediate Approving Officer in UMOJA, for the different processes of the UNODC LPOMEX. Processing of system reconciliations. Coordination of processing and reconciliation of UNODC LPOMEX`s payroll. Organization and oversight of the cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site. Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNODC staff at HQ of the results of the investigation when satisfactory answers are not obtained. All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures. 3. Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results: Compliance with corporate human resources policies and strategies. Optimal staffing of the office and projects. Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager. Establishment and maintenance of the proper performance management and staff development systems. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities. Coordination and participation of recruitment panels. Participation and presentation of cases to the Compliance Review Committee of the UN System in Mexico. 4. Ensures provision of efficient procurement and logistical services and supervision of the Procurement team 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 LPOMEX procurement strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of 2

3 procurement processes and logistical services in accordance with UNDP rules and regulations. OM acting as approver or intermediate approver for procurement processes. Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO s assets. 5. Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results: Use of UMOJA functionality for improved business results and improved client services. Identification of opportunities and ways of converting business processes into webbased systems to address the issues of efficiency and full accountability. Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e- registry, web-based office management system, etc. 6. 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. Close coordination and acting as leader focal point for security, on behalf of UNODC for the UN System in Mexico. IV. Impact of Results The key results have an impact on the overall economy, efficiency, and effectiveness of UNODC LPOMEX`s operations as it relates to the use of corporate resources in the following areas: Financial services Human Resources Procurement and logistical services ICT Common Services and the implementation of the UN agenda on common services and joint procurement. V. Competencies and Critical Success Factors Functional Competencies: Building Partnerships Level 2: Identifying and building partnerships Effectively networks with partners seizing opportunities to build alliances Identifies needs and interventions for capacity building of counterparts, clients and potential partners Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments 3

4 Promoting Organizational Learning and Knowledge Sharing Level 2: Developing tools and mechanisms Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies Job Knowledge/Technical Expertise Level 2: In-depth knowledge of own discipline Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration) Continues to seek new and improved methods and systems for accomplishing the work of the unit Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally Demonstrates comprehensive knowledge of information technology and applies it in work assignments Continually looking for ways to enhance financial performance in the office Promoting Organizational Change and Development Level 2: Assisting the individuals to cope with change Performs appropriate work analysis and assists in redesign to establish clear standards for implementation Design And Implementation of Management Systems Level 2: Designing and implementing management system Makes recommendations regarding operation of systems within organizational units Identifies and recommends remedial measures to address problems in systems design or implementation Client Orientation Level 2: Contributing to positive outcomes for the client Anticipates client needs Demonstrates understanding of client s perspective Solicits feedback on service provision and quality Promoting Accountability and Results-Based Management Level 2: Input to the development of standards and policies Provides inputs to the development of organizational standards for accountability Core Competencies: Building support and political acumen Building staff competence, creating an environment of creativity and innovation Building and promoting effective teams Creating and promoting enabling environment for open communication Creating an emotionally intelligent organization Leveraging conflict in the interests of UNODC & setting standards 4

5 Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Fair and transparent decision making; calculated risk-taking. VI. Recruitment Qualifications Education: Experience: Master s Degree or equivalent in Business Administration, Public Administration, Finance, Human Resources or related field. Desirable 5 years of experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing interrelationships among international organization and national governments. Experience in the usage of computers and office software packages, experience in handling of web based management systems and ERP systems. Experience of accrual accounting, IPSAS or IFRS is highly desirable. Experience and knowledge of UN administrative and security management procedures is desirable. Language Requirements: Fluency in the UN and national language of the duty station. VII. How to apply Interested candidates should sent the P11 form to the address: aplicaciones.romex@unodc.org (the format can be found on the website) It is essential to include in the subject of the the job title: Operations Officer for UNODC in Mexico VIII. Signatures- Job Description Certification Incumbent (if applicable) Name Signature Date Supervisor Antonino De Leo, Representative Signature Chief Division/Section Antonino De Leo, Representative Signature Date Date 5