Operations Manager, Belgrade, Serbia

Organization: UNDP - United Nations Development Programme

Country: Serbia

City: Belgrade

Office: UNDP Belgrade

Closing date: Wednesday, 1 February 2023

Job Identification : 7960

Locations : Belgrade, Serbia

Posting Date : 01/17/2023, 01:53 PM

Apply Before : 02/01/2023, 04:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NOC

Vacancy Type : Fixed Term

Practice Area : Management

Bureau : Regional Bureau for Europe and the CIS

Contract Duration : 2 Year with Possibility for extension

Education & Work Experience : Master’s Degree - 5 year(s) experience OR Bachelor’s Degree - 7 year(s) experience

Required Languages : Fluency in the English ad Serbian language

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

SEESAC is a joint initiative of the UNDP and the Regional Cooperation Council (RCC). As such, it is an integral part of UNDP’s work in the Europe and the Commonwealth of Independent States (ECIS) region and has, since 2002, worked primarily to strengthen the capacities of national and regional stakeholders to control and reduce the proliferation and misuse of small arms and light weapons, and thus contribute to enhanced stability, security and development in South East and Eastern Europe (SEE). SEESAC also has a distinguished record of working closely with Governments to advance gender equality.

The overall objective of the project is to contribute to international peace and security by combatting the threat posed by the widespread accumulation and illicit trafficking in small arms and light weapons and their ammunition in and from SEE. At the same time, it enhances regional stability by working within the framework of the RCC and in partnership with other relevant initiatives. The project is directly contributing to the implementation of the EU Security Strategy, the EU SALW (Small Arms and Light Weapons) Strategy, the Arms Trade Treaty, the UN Programme of Action on Small Arms and its International Tracing Instrument, the UN Firearms Protocol, UN Security Council Resolution 1325 and will specifically enhance regional cooperation in combating the threat posed by the spread of SALW and their ammunition. Specifically, the project is contributing to the implementation of the South East Europe Regional Implementation Plan Combatting the Proliferations and Impact of Small Arms and Light Weapons and the Roadmap for a sustainable solution to the illegal possession, misuse and trafficking of SALW and their ammunition in the Western Balkans by 2024. The project results are also directly contributing to the implementation of the Sustainable Development Goal 16 on peaceful and just societies, in particular targets 16.1 (Significantly reduce all forms of violence and death rate everywhere) and 16.4 (significantly reduce illicit arms flows), and Sustainable Development Goal 5 on gender equality and women’s empowerment.

SEESAC is implementing the Council Decision 2019/2111 in support of SEESAC disarmament and arms control activities in South-East Europe in the framework of the EU Strategy to combat illicit accumulation and trafficking of Small Arms and Light Weapons (SALW) and their ammunition. Further, with the support of European Union, represented by the European Commission, Directorate-General for Neighbourhood and Enlargement Negotiations, through the Instrument for Pre-accession Assistance (IPA II), SEESAC is implementing the project Support for enhancing the fight against the illegal possession, misuse and trafficking of small arms and light weapons (SALW) in the Western Balkans - IPA/2021 - 425/067. In addition to this, SEESAC is implementing the second phase of the Strengthening of Regional Cooperation on Gender Mainstreaming in Security Sector Reform in the Western Balkans project. The project facilitates regional cooperation on gender equality in the military and further strengthen the capacities of the Ministries of Defense and the Armed Forces for implementation of gender responsive policies. These initiatives continue to strengthen safety and security through regional cooperation in South East Europe.

Position Purpose

Under the guidance of SEESAC Project Manager, the Operations Manager acts as an advisor to Senior Project Management on all aspects of programmatic and operational management of SEESAC projects. This includes coordination of SEESAC operations, strategic financial and human resources management, efficient procurement and logistical services, ICT and common services in line with UNDP rules and regulations, ensuring smooth functioning of the Programme’s operations, and efficient project implementation through 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 Manager leads and guides the Programme Operations Team and fosters collaboration within the team, with programme staff and with other COs, donors, and programme stakeholders. The Operations Manager works in close collaboration with programme and project teams, operations staff in other UNDP COs, donors‘ representatives, and Government officials to successfully deliver operations services.

Duties and Responsibilities

1.As a member of the SEESAC management team, ensures 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.

Programme business processes mapping and follow up of internal Standard Operating Procedures (SOPs) in operations - Human Resources Management, Procurement, Logistical and ICT services applicable in COs involved in the implementation of the programme.

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 programme office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

2.Ensures effective and accurate financial resources management and supervision of the operations team focusing on achievement of the following results:

Proper planning, expenditure tracking and audit of financial resources, including DPC and extra-budgetary income in accordance with UNDP rules and regulations.

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

Management of the preparation, entry, and monitoring of projects‘ budgets in Atlas.

Proper management of dashboards and ensuring high performance of the project office including submission of timely quarterly/mid/end year certifications and reports.

Preparation of ad-hoc reports for the programme management team and the donor reports as per the signed contracts with the donors.

Ensuring All financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

Liaising with IRH operations team on the reviewal of financial reports to donors, ensuring the figures are correct and in compliance with IPSAS.

Instructing conducting of budget revisions in accordance with the project management decisions and needs of the implemented project activities.

3.Ensures effective management of SEESAC projects by facilitating partnerships and implementing resources mobilization strategies and preparation of reports, focusing on the achievement of the following results:

Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes, and appropriate operational partnership arrangements.

Presentation of thoroughly researched information for preparation of project documents‘ drafts, work plans, budgets, and proposals on implementation arrangements.

Inspection of project supporting documentation and follow up on the contractual terms and conditions of the signed contracts/awards making sure the project activities are performed in line with the approved and signed contract documents.

Initiation of a project, management of creation of projects proposals in Atlas, and preparation of required budget revisions.

Proper planning, expenditure tracking, and monitoring of resources in accordance with UNDP rules and regulations.

4.Ensuring SEESAC Programme Human Resources Management and supervision of recruitment processes and budgetary availabilities/constrains with this regard and focusing on the 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 and contracts management ensuring the availability of funds.

Establishment and maintenance of the proper performance management and staff development systems.

5.Ensures provision of efficient procurement and logistical services and supervision of the SEESAC Procurement activities focusing on achievement of the following results:

Compliance with corporate rules and regulations in the field and elaboration of the programme procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.

Ensuring the procurement plans are being developed in accordance with the available funds.

Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations.

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 programme assets

6.Ensures forward-looking information and communication management focusing on achievement of the following results:

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.

Ensuring proper management of the programme through Atlas and other e-platforms.

Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning.

7.Facilitation of knowledge building and sharing focusing on achievement of the following results:

Organization of on-boarding sessions and trainings for the operations/ project staff.

Synthesis of lessons learned and best practices in the area of operations.

Review and comment SOPs and business processes.

Sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities: The position includes supervisory responsibilities of project staff.

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 Determinatio:- 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

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

Motivate and Direct

Create and communicate a compelling vision and purpose

Align people and resources with organizational vision, strategy, objectives

Understand and proactively builds the team/organization culture

Show Managerial Courage

Face up to organizational and people problems

Not be afraid to take decision and action when and as needed

Not hold back anything that needs to be said, respectfully and diplomatically

Address conflict in a timely manner, not allow conflicts in teams linger

Help others through emotional or tense situations, tactfully bringing disagreements into the open and finding solutions all can endorse

Build Capability

Identify and develop talent in individuals, providing positive support to enable them to achieve their potential

Foster learning or development of others by giving feedback, guidance, and support; support career development of others

Have willingness and ability to delegate to help people learn, including from failure

Cross-Functional & Technical competencies

Business Management-Project Management-Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Business Direction & Strategy-Strategic Thinking- Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions. Ability to leverage learning from a party of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Finance - Financial planning and budgeting -Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting

Procurement-Contract management-Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Business Direction & Strategy-Effective Decision Making -Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Required Skills and Experience

Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences or related field; or

Bachelor’s Degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences or related filed in combination with additional 2 years of qualifying experience in the areas of financial resources management and administration/common services management may be accepted in lieu of the Master’s degree.

Diploma in accounting recognized by a professional institution (CIPFA, ISM, IBAM or IAB) would be an asset.

Experience:

Experience, Knowledge, and Skills

Minimum 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant programme experience in providing management advisory services, including hands-on experience in design, monitoring and evaluation of development projects as well as in the management of operations and teams of similar size and complexity, including security and risk management aspects.

Experience in successfully mobilizing resources, liaising and engaging with partners, donor agencies, and other stakeholders and effectively establishing and maintaining relationships with international organizations and domestic government institutions.

Experience in providing strategic advice and developing strategic and policy documents.

Previous experience with an international public and/or private sector organization is a basic requisite, while experience with complex UN and/or UNDP programmes would be considered an asset

Profound experience in handling of web-based management systems (ERP) is required.

Experience of accrual accounting and IPSAS is required.

Experience in budgets development and management is required.

Experience in performing operational and financial management and reporting of EU funded projects and Multi-donor Trust Funds is a strong asset.

Experience in the usage of computers and office software packages, experience in handling of web-based management systems.

Fluency in the English ad Serbian language.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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.

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Link to the organization’s job posting: https://unjobs.org/vacancies/1673976692128