II. Summary of Key Functions:
Ensuring the strategic direction of the project office operations aligned with and the prevailing corporate Operations policy; Financial Resources Management, Human Resources Management, provision of Procurement and logistical services and supervision of all Operations and IT staff in the project office Compliance with staff safety security management.III. Functions / Key Results Expected
1. As a member of the project office management team, ensures the strategic direction of operations focusing on achievement of the following results:
• Ensures full compliance of operations with the corporate prevailing rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
• Successfully manages project operational support by provision of advice on strategies, policies and plans affecting project’s operations based on efficient business principles.
• Establishes collaborative arrangements with potential partners for resources mobilization purposes and appropriate operational partnership arrangements.
• Under the guidance of the National Project Manager ( NPM ), responsible for project office business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services and Results Management.
• Sets and monitors targets for operational efficiency and ensures the constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.
• Knowledge building and sharing with regards to management and operations in the project office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice. Proper allocation of resources as well as the day-to-day management based on identified priorities.
2. Ensures effective and accurate Financial Resources Management, strategic Human Resources management, efficient Procurement and Logistical services management focusing on achievement of the following results:
Financial Management
• Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations;
• Performance of Approving Manager Level 2 (as delegated) in ATLAS for financial transactions approvals (vouchers, Purchase Orders);
• Proper management of the contributions, management of 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;
• Organization and oversight of project office cash management processes, including liquidity management, risk assessment, timely accounting and reconciliation of all transactions, security for cash assets on site;
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors of the results of the investigation when satisfactory answers are not obtained;
• Ensures the financial integrity of the project office through appropriate controls and reporting structures; manages the project related audit exercise; follow up on necessary training and orientation;
• All financial transactions are identified, recorded and verified in compliance with the corporate policies and procedures;
Human Resources Management
• Project office compliance with corporate human resources policies and strategies;
• Ensures optimal staffing of the projects;
• Oversight of recruitment processes in accordance with the prevailing rules and regulations, appropriate use of different contractual modalities, contract management in coordination with HR unit of UNDP office. Ensures maintenance of the proper performance management for project personnel
• Reviews training needs for project office personnel, develops a training plan and makes recommendations to NPM for its implementation taking into consideration resources available;
Procurement and Logistical Services
• Project office compliance with corporate rules and regulations in the field and management of the project office procurement strategies, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Management of the project office contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with prevailing rules and regulations, OM performs as Approving Manager Level 2 (as delegated) in ATLAS for Purchase Orders.
• Manage the provision of support services, including travel and logistics, visas and office premises for the project office in coordination with UNDP office.
• Supervision of vehicle fleet management for project office ;
• Management of project assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the project assets;
3. Ensures forward-looking information and communication management and supervision of ICT Team focusing on achievement of the following results:
• Maintains a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries;
• Use of Atlas functionality for improved business results and improved client services;
• Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
• 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;
• Identify office technology needs and oversee maintenance of equipment, software and systems;
4. Ensures safe working conditions through adherence to UNDP security management and focusing on the following results:
• Works closely with Country Office UNDP and UNDSS to ensure safety and security of project office staff and premises, in particular, supports the implementation of UNDP MOSS compliance;
• Administers the staff security arrangements and provisions;
IV. Impact of Results
The key results have an impact on the overall economy, efficiency, and effectiveness of the project office operations as it relates to the use of corporate resources in the following areas:
• Financial services
• Human Resources
• Procurement and logistical services
• ICT
• Security
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