JOB DESCRIPTION

Background and Organizational Context:

The UNDP Iraq Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises (CP) Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit”s objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandates.

Position Purpose:

Under the overall guidance of the Deputy Resident Representative – Operations and direct supervision of the Project Manager – Head of Common Premises (CP) Unit, the Operations Specialist-Common Premises , leads and guides the Common Premises (CP) Operations section, Government liaison and logistics unit, Admin and transportation unit with functional link (matrix supervision) to the Client Management and Welfare Unit, Engineering and Facilities Unit, ICT Unit and UN clinic and fosters collaboration within the teams. The Operations Specialist works in close collaboration with other UN Agencies, UNDP HQ, non-UN organizations and Government officials to successfully deliver the CP mandate.

The Operations Specialist – CP – works daily with colleagues of the UN Agencies within the framework of the Operations Management Team (OMT), including the head of agencies and the CP steering committee. The incumbent of the Operations Specialist – CP post must be able to develop and maintain viable working relationships with colleagues across the UN Agencies and non-UN organizations and be able to work with them in a responsive client orientation and in a problem-solving mode.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key Duties and Accountabilities:

Provide advice to ensure effective implementation of Common Services operation focusing on achievement of the following results:

• Ensure full compliance of operations with UN/UNDP rules, regulations, policies, and Internal Control Framework (ICF).

• Implement corporate operational strategies. Establish management targets and monitoring of achievement of results. Take timely corrective actions when required.

• Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.

• Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships and resource mobilization purposes.

• Business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in common services.

• Provide support to the CP-Project Manager on all issues related to common services, including identifying new Common Services (CS), initiating negotiations with service providers, formulating draft agreements, and monitoring performance of common services.

• With delegation from the CP Project Manager, provide support to the Chair of OMT on all issues related to common services.

• Ensure systematic adherence to UNDP policies, procedures, and corporate guidance on enterprise risk management in the CP Unit.

• Analyze existing common services and identify new areas of opportunities where Common Services interventions could be further developed, i.e., security, transport and travel services, building maintenance, engineering services and ICT support.

• Monitor progress of Common Services arrangements and identify constraints and delays to bring to the attention of the CP Project Manager, identify new areas of opportunities where Common Service interventions could further be developed.

• Develop new and improved CS mechanism and regularly review them with a view to keeping it aligned with changing scope of CS in Iraq. Oversee the Common Services cost sharing arrangement. Ensure timely development of Common Services’ annual work plans and budgets, as required.

• Advice on the establishment of common premises, including cost-benefit analysis and coordination with agencies and collocating organizations.

• Provide specialized technical input for the preparation of all appropriate documentation (e.g. RFQ, RFP, ITB) on all Common premises and facilities-related vendor contracts. Technical inputs are to be provided in a timely cost effective and ethical manner within the UN/UNDP financial and administrative regulations and rules in order to ensure continuity of business and value for money.

Ensure effective, risk-informed, and accurate financial resources management:

• Ensure proper planning of CP financial resources, tracking and recording of expenditures in compliance with IPSAS, and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.

• Oversee the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis, and received with sufficient supporting documentation.

• Perform appropriate delegations in ERP for voucher and Treasury transactions approvals.

• Organize cost-recovery mechanisms for CP services provided to UN Agencies that includes ensuring timely preparation of proforma invoices for UN agencies and non-UN organizations.

• Collaborate with UNDP Country Office on CP cash management processes, including liquidity management, risk assessment, timely accounting and reconciliation of all transactions, and security assets on site.

• Monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. Ensure appropriate CP and UNDP HQ staff are informed of the results of the investigation when satisfactory answers are not obtained.

• Serve as member of bank signatory panel, required.

• Ensure all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures

Ensure provision of efficient procurement, government liaison & logistical services and administrative services:

• Ensure CP compliance with corporate rules and regulations related to procurement and logistics.

• Develop CP procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system in close coordination and collaboration with the CO procurement unit.

• Develop CP procurement plan and ensure proper contract management, anticipating potential litigations in close coordination and collaboration with the CO procurement unit.

• Develop CP government liaison and logistic strategy including package of services comprising of liaison services, mediation, facilitations and representation.

• Develop CP government liaison plan and ensure safe and convenient transportation services to clients

• Oversee the CP procurement processes and logistical services in compliance with procurement principles and guidelines.

• Ensure proper management of UNDP CP assets, facilities and logistical services, government liaison and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the CP’s assets.

Ensure forward-looking information and communication management and supervision (matrix) of ICT, Engineering, Clinic, Welfare and Administration teams:

• Ensure Enterprise Resource Planning (ERP) functionality is used for improved business results and improved client services.

• Identify opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.

• Maintain a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Update the ICT Disaster Recovery Plan regularly.

• Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry and web-based office management system, etc.

• Provides ICT, engineering, clinic, welfare and administration support to different units.

Ensure proper common services management, establish strong collaboration with other CP units UN and non-UN organizations and facilitate knowledge sharing:

• Elaborate strategic approach for implementation of common services in line with the latest developments in common services and best practices.

• Ensure proper planning and tracking of common service activities, support services from all CP units, budget planning and implementation of related activities including contributions from UN and non-UN organizations to the common services account.

• Contribute to Operations Management Team (OMT) activities including the area of risk management.

• Contribute substantively to knowledge networks and communities of practice within the thematic area of the Common Services.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: Supervise and manage UNDP Common Premises (CP) Operations section, Logistics and Liaison, Admin and transportation sections personnel.

Requirements:

Education:

Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field is required. or

A first-level university degree (bachelor’s degree) in the areas mentioned above, in combination with an additional 2 years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience, Knowledge, and Skills:

Minimum of 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant experience at the national or international level in providing management advisory services and/or managing operational systems and establishing relationships with international organizations and national governments.

Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP is required.

Experience and good knowledge of accrual accounting, IPSAS or IFRS is highly desirable.

Prior relevant experience with UN / UNDP in Common Services /premises management is desired.

Prior experience in crisis affected countries is an asset.

Knowledge of Quantum or relevant ERP is an advantage.

Experience in finance management is an asset

Experience in procurement management is an advantage.

Experience supervising and managing a large team is an asset.

Proven experience in working with multiple partners and stakeholders is an advantage

Language Requirements:

Fluency in written and spoken English and Arabic is required.

Expected Demonstration of Competencies:

Core:

Achieve Results: ​​LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact ​

Think Innovatively: ​​LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems ​

Learn Continuously: ​​LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences​

Adapt with Agility: ​​LEVEL 3: Proactively initiate and champion change, manage multiple competing demands​

Act with Determination: ​​LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results​

Engage and Partner: ​​LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration​

Enable Diversity and Inclusion: ​​LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity​

People Management : UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical Competences:

Thematic Area: Business Direction & Strategy (System Thinking)

Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Thematic Area: Business Management ( Operations Management )

Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms

Thematic Area: Finance (Accounting (General))

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Thematic Area: Business Management (Customer Satisfaction/Client Management)

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers” needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients” immediate requests. Ability to anticipate client”s upcoming needs and concerns.

Thematic Area: Procurement (Procurement Management)

The ability to acquire goods, services or works from an outside external source.

Thematic Area: Business Management (Portfolio Management)

Ability to select, prioritise and control the organization”s programmes and projects in line with its strategic objectives and capacity Ability to balance the implementation of change initiatives with regular activities for optimal return on investment. Knowledge and understanding of key principles of project, programme, and portfolio management

Thematic Area: Business Management (Risk Management)

Identify and organize action around reducing, mitigating and proactively managing risks.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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