Back General Operations Specialist

UNDP is committed  to support the Government of the Islamic Republic of Afghanistan to ensure that the quality of life for Afghans is substantially improved, as measured by tangible improvements in global indicators of social and economic wellbeing (such as the SDGs, Human Development Index scores). UNDP’s role is to help fortify development outcomes among local communities, government partners, and the private sector, using the SDGs as both a destination and a guide. Through the SDGs, a transformative shift from a war economy to a peace economy is possible, helping the Afghan government to meet its global commitments, its internal targets (such as those set by the Afghanistan National Peace and Development Framework-ANPDF), and, most importantly, the expectations and ambitions of the Afghan people. While this bold vision demands investments from UNDP, among all development actors, UNDP Afghanistan Country Office as a valued partner to the Government of Afghanistan by providing insights on understanding and overcoming multi-dimensional poverty. UNDP’s perspective is that meaningful poverty alleviation requires a different development approach – one that monitors and attempts to affect the systemic interplay of socio-economic factors, regional differences, and shifts in the political economy. To deliver this value proposition, the CO needs to ‘raise the bar’ on its development policy expertise and engage national and local policy makers on disrupting the complex systems contributing to intractable poverty.

This Job Description is part of a new office structure, which is designed to support a more integrated and collaborative way in supporting Afghanistan achieve sustainable development and sustainable peace. The Country Office has aligned the new office structure with the thematic vision of the emerging Country Programme and designed new ways of working that will facilitate more collaboration across the office, create the foundations for more sub-national level work and higher delivery and emphasize learning and support to national staff capacity development.  

In this context, the General Administration Services entrusted  with the following:

• Administration services 
• Management of contracted services to UNDP, UNOCA, incl. security contractors 
• Assets Management 
• Logistics and Protocol Travel and transport pool 
• Residential compound management 
• Maintenance of operations records and service tracking capabilities

Under the guidance and supervision of the Operations Manager, the General Operations Specialist, is the principal manager of the large operational setting of UNDP Office premises and other regional locations where staff work and are accommodated in Kabul and field offices. 

The General Operations Specialist manages Administration, Logistical/Travel, and General support services in the main office, accommodation facilities and field support offices. S/he promotes a collaborative, client-focused, quality- and results-oriented approach. S/he will work in close collaboration with the Security Associate and UNDSS on issues related to UNDP’s premises security arrangements.

The General Operations Specialist works in close collaboration with other Operations, Programme and projects staff in the UNDP Afghanistan and other UN agencies staff to successfully deliver administrative services. The incumbent demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Summary of key functions:

• Efficient management of the UNDP Office Premises.
• Ensure establishment and management of Administration services Workplan and Budget         
• Ensure effective management of Common Services Team and provision of key technical inputs to facilitate team’s effectiveness
• Ensure effective asset and inventory management
• Effective coordination with government authorities on operational facilities
• Act as Secretary of OMT and provides linkage with relevant work groups

1. Ensure management of the UNDP Premises focusing on achievement of the following results:

• Implementation of all operational procedures should be in full compliance with UN/UNDP rules, regulations, policies and guidelines, ensuring effective internal control, client-orientation and the safety and security of all personnel on the premises.
• CO business process review and elaboration/establishment of internal Standard Operating Procedures (SOPs) thereby continuously improving service delivery.
• Analysis of requirements and synthesis of proposals for cost saving and cost reduction strategies in consultation with own team, management and stakeholders while considering the greening requirement
• Review available facilities, make recommendation to develop/enhance existing facilities .Plan for emergencies and prepare risk reduction measures on the common premises, including, but not limited to, fire, flooding, interruption of utility services, safety and security of UN staff and property;
• Liaise closely with UNDSS to ensure consistency in the management of security related services and UNDP Premises regarding infrastructure needed for compliance with the requirements and for the security of staff to properly perform their functions
• Implementation of the supplier selection and evaluation of services, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Monitors agreements and contracts of common premises management
• Monitors outsourced service delivery, evaluates and reports on performance to the supervisor and other stakeholders
• Effective application of gender mainstreaming and gender parity in own areas of intervention, delivering on gender equality results according to corporate gender strategies and action plans.
• Management of protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
• Team’s timely provision of information on administrative services provided for cost-recovery bills
• Conduct orientation for newly recruited staff in all required areas.

2.  Ensure establishment and management of Administration Services Workplan and Budget focusing on achievement of the following results:

• Proper planning and tracking of budget and stakeholder contributions to the services account, 
• Ensure that expenditure against budget and other workplan activities are discussed and reported to stakeholders and consulted for future developments.
• Ensure contingency planning for premises is regularly updated and tested involving necessary technical staff for emergency plans.
• In line with UN reform, identify and implement collaborative approaches to realizing resource efficiencies in all operational areas.
• Ensure timely billing and cost recovery for the services provided to the stakeholders

3.  Ensure effective management of UNDP Compound  Team and provision of key technical inputs to facilitate Office’s/team’s effectiveness: 

• Conducts regular team meetings, brief/update supervisees on key developments. 
• Preparation and monitoring of UNDP Compound Budgets; Preparation and monitoring of Teamwork plans; Identify the team’s learning need and recommend the action plan to enhance capacity of the team.
• Effective leadership and supervision of the UNDP Compound team ensuring effective management of UNDP Compound lease agreements and maintenance of UNDP accommodations especially short term stays and rental payments
• Certify/approve expenditures based on respective delegated financial authority.
• Prepare periodic reports as required by supervisor and Office Management. 
• Ensures efficient of new driver pool system of transport services with proper management of the fleet and drivers

4.  Ensure effective asset and inventory management focusing on achievement of the following results:

• Assist the OM in setting up asset and inventory management procedures in the CO including:
• Oversight of the receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users; timely updates as needed.
• Manage the system for tagging of all furniture/equipment upon receipt from the supplier/ update with physical movements.  Management on physical assets disposal in line with corporate guidance.  
• Oversee the identification of problem areas in the inventory system, input and accuracy of data entered into the system
• Manage periodic physical inventory verification exercise to ensure accuracy of records and location of property.
• Ensure efficient collaboration with GSSU on recording and reporting of assets in ATLAS and maintain all asset related dashboard indicators green.

5.  Effective coordination with government authorities on operational facilities focusing on achievement of the following results:

• Maintenance of Basic Cooperation Agreement for security and communication services.
• Renewal of lease agreement for Resident Coordinator’s residence.
• Securing necessary approval from relevant authorities for all additional renovation works in UN House.
• Coordination with Government authorities on Protocol and visa issues.

6.  Represents UNDP as member of OMT -Administration interagency work group

• Actively participates in Premises, UNOCA Facilities and provide relevant documentation and gather input for the WG discussions 
• Collaborates with Procurement Working group on UN common procurement issues e.g. collaboration in establishing common LTAs
• Active contributor to BOS-2.0 "collaborating with other working groups to report on BOS indicators" as one of the responsibilities

Innovation

Ability to make new and useful ideas work

Level 5: Creates new and relevant ideas and leads others to implement them

Leadership

Ability to persuade others to follow

Level 5: Plans and acts transparently, actively works to remove barriers

People Management

Ability to improve performance and satisfaction

Level 5: Models high professional standards and motivates excellence in others

Communication

Ability to listen, adapt, persuade and transform

Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others

Delivery

Ability to get things done while exercising good judgement

Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions

Technical/Functional

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 and hiring managers are encouraged to familiarize themselves for more information

Change Management

Ability to apply a systematic approach to adapt, control and effect change

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Service Delivery Coordination

Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Design and Implementation of Management Systems

Ensuring UNDP has the internal management systems it requires to support the achievement of its objectives, and to function effectively and efficiently.

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Client Orientation

Understanding and meeting or exceeding client needs. Anticipating and addressing client needs and concerns.  Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients.

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Risk Management

Ability to identify and prioritize risks, and organize action around mitigating them

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Logistics        

Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Building Strategic Partnerships

Ability to maintain and establish networks of contacts in the UN system for general information sharing and to remain up to date on partnership related issues.

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Education:

Master’s or Bachelor Degree in Business Administration, Public Administration, Economics, Social Sciences, or related field

Experience:

• Minimum of 5 years with Master’s degree or 7 years with Bachelor degree of progressively responsible experience in managing premises and facilities or operational projects in international development organizations, bilateral development agencies and/or international NGOs. · 
• Experience of working with UNDP or another UN agency would be an asset. ·  
• Proven ability to work effectively in multi-disciplinary and multi-cultural teams. 
• Proven operations management experience with sound knowledge of all aspects common premises and facilities management support.
• Strong interpersonal and written and oral communication skills 

Language Requirements:

Good written and spoken English.Dari/Pashtu language will be an advantage.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 year with possibility of renewal.