Since the GA approval in December 2004 of a unified and strengthened security management system, there has been agreed scope of services being provided to the UN Department of Safety and Security (DSS) under the provisions of the Service Level Agreement (SLA) between UNDP and UN. Given the variety of service lines and multiple stakeholders involved with service provision, the USG, DSS requested UNDP to appoint a liaison person who would coordinate the receipt and processing of service requests and ensure delivery of services on a timely manner on behalf of DSS and this specific client group. This function was performed since 2006 by a dedicated staff member out-posted to the Executive Office, UNDSS.
Reporting to the Director of the Security Office, the Management Specialist will offer UNDSS a one-stop service contact within UNDP, through a package of turn-key services. All requests, queries and relevant management information will be addressed to the Management Specialist. Regular planning and progress meetings will be agreed with DSS’ focal point (Executive Office) with relevant UNDSS Programme Managers on UNDSS resource allocation and management, including ad-hoc security projects in support of humanitarian and natural crisis. The Management Specialist will interact with Security Office, UNDP Copenhagen Benefits and Entitlement Services Section (BES), Country Offices and various UNDP HQ units. While discharging the functions of the position, the Management Specialist will be supported by the Support Team of the Security Office, which includes budget, finance, travel management, logistics, etc.
The incumbent will collaborate closely with all relevant units to ensure a smooth delivery and quality implementation of services to UNDSS. All operational and administrative support to the field security personnel will be provided at the Country Office level and that will require another vital management dimension to ensure client satisfaction.
Functions/Key Results Expected
- Implementation and administration of operational strategies
- Functional Operations
- Knowledge management
Key result – The quality of services delivered will impact donors and clients’ satisfaction, effective financial management of results, affect image of the UN.
Implementation and Administration of Operational Strategies
- Coordinate facilitate services provided by UNDP to the DSS for implementing the requirements associated with field security personnel and their budgetary requirements. In collaboration with DSS, the Security Office, other BMS units and Country Offices, provides inputs related to the administration of the UNDSS Programme to the Security Office work plan. Monitors progress in implementation of the relevant Results-based output in the SO IWP, identifying problem areas and taking corrective action as required.
- Develop contingency plans to meet emergency requirements, coordinating with DSS and reviewing periodically for relevance. Take action on budget exceptions, as required.
- Provide oversight on the progress of service delivery interfacing closely with the functional units of BMS and the Security Office, in relation to day-to-day work planning and coordination of activities pertaining to the specific client group being represented in this arrangement.
- On the basis of exception reports generated by the SO Security Support team identify areas of concern that need to be addressed and suggest corrective actions.
- Establish mechanisms/procedures to facilitate the execution and monitoring of activities to meet internal management, Headquarters and donor monitoring requirements. Monitor resource utilizations to ensure correct reflection of budget allocations, revisions, and make recommendations for corrective action, as appropriate.
- Monitor Project Expenditure Reports, ensuring that funds are utilized as planned and projects are closed within the scheduled completion date and financial closings. Ensure that project payments are processed and expenditures are within approved budgets and budget revisions.
- Liaise with donors and recommend modalities that may be used to accept donor funding in consultation with Legal Office and the Bureau of External Relations & Advocacy.
1. Ensure effective and accurate financial resources management focusing on the achievement of the following:
- Proper expenditures tracking and financial resources in accordance with UNDP rules and regulations and financial reporting to DSS in accordance with SLA requirements
- Issue allotments to country offices as per DSS approved operational budget and ensure that allotments are adjusted as required.
- Monitor the accuracy of quarterly and year-end narrative and financial reporting to UNDSS and donors in accordance with agreed timelines and formats, recognizing that DSS is responsible for substantive inputs.
- Advisory services to DSS field personnel and UNDP COs on financial procedures in place, project management and use of Atlas functionality for improved business results and client services.
- Provision of training on resource management to security personnel, as required.
- Coordination of granting Atlas access and training of CSAs/FSCOs on utilizing Atlas to monitor the UNDSS field budgets.
2. Ensure effective human resources management focusing on the achievement of the following:
- Advising UNDP counterparts on DSS staffing plan, including movements, reassignments, promotion policy.
- Ensure that the posts/staff charged to DSS budget are in accordance with the approved staffing table as per DSS budget document.
- Liaising with the SO Security Support team in the provision of oversight of recruitment processes of DSS local staff in accordance with UNDP rules and regulations and DSS’ plan and coordinating access to performance appraisal and learning management systems.
- Regular monitoring of staffing table and distribution of posts in Atlas to ensure accurate and up-to-date post management reports.
- Maintains liaison with BES on staff benefits and entitlements policies, if necessary. Communicates BES advice responses concerning staff queries (danger pay and other entitlements)
3 Ensure strategic Central Operational Support focusing on the achievement of the following:
- Discuss with UNDSS their needs for additional ad-hoc donor funding.
- Coordination of preparation of MOUs, tracking application of funds received from donors.
- Participation in UNDSS and UNDP project planning, implementation, monitoring and follow-up, including decisions, status, narrative and financial reporting.
- Setting up of donor-funded or ad-hoc emergency projects/budget revisions and advising DSS on an optimal utilization.
- Regular monitoring and reporting of donor-funded security projects.
4. Ensure Field-based Operational Support focusing on the achievement of the following in collaboration with Country Offices:
- Assist in monitoring of asset management process for UNDSS equipment in the field, requesting that corrective actions to be taken by the Country Offices, as appropriate;
- Identification and promotion of different systems and IT applications for optimal content management, knowledge sharing, information provision and learning/training.
- Ensure administrative services are provided effectively, including trouble shooting, corrective actions, and improvements.
- Assist in developing service level agreements between UNDSS and various UNDP departments for ad-hoc services that are not covered under the global SLA .
- Estimate and distribute the cost recovery income to the Country Offices from UNDSS
- Ensure contracts, agreements, and letters are developed, processed, cleared and signed;
- Encourage networking amongst clients to strengthen knowledge management and improve effectiveness of operations.
- Progress and other updates, reporting including to donors
- DSS as client’s satisfaction
Impact of Results
The key results have an impact on the overall Country Office operations where there are DSS staff dependent on UNDP services in accordance with the SLA signed between the UN and UNDP. There will also be an external dimension associated with donors and other UN organizations that are linked with aspects of service provision. In particular, the key results have an impact on the overall delivery of:
- Funding arrangements, allocation of funds and financial management
- Tracking delivery, troubleshooting (including Atlas related issues), follow-up and corrective action
- HR support
- Procurement support
- Project management
Ability to make new and useful ideas work
Ability to persuade others to follow
Ability to improve performance and satisfaction
Ability to listen, adapt, persuade and transform
Ability to get things done while exercising good judgement
- Demonstrates integrity by modeling the UN values and ethical standards;
- Demonstrates corporate commitment and goals to promote UNDP’s mission, vision, values and strategic goals;
- Display cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Communicates effectively with and relates to people of different cultures, gender, religion, race and nationality;
- Business orientation (must show a profit after all!)
- Solid knowledge and experience of UNDP’s regulations and rules, business processes and operations management dimensions both in HQ and CO (units, roles, tools, best practice) to effectively deliver to the client’s satisfaction, the key functions mentioned above;
- Facilitates knowledge management by ensuring (1) best practices are continuously identified, documented and disseminated to clients and peers (2) appropriate and up-to-date information.
- Strives for quality client-centered services (internal/external) when making decisions and taking action; Plans, prioritizes and delivers quality results to meet established goals
- Generates innovative, practical solutions to challenging situations;
- Seeks and applies knowledge, information and best practices from within and outside UNDP;
- Participates effectively in a team-based, information sharing environment, collaborating and cooperating with others;
- Responds flexibly and positively to change through active involvement
- Establishes clear performance goals, standards and responsibilities and manages them accordingly;
- Demonstrates effective written and oral communication skills.
- Master’s Degree in Management, Administration or other relevant discipline, with at least 5 years of related practical experience (or a Bachelor’s degree with at least 7 years of directly related practical experience), is required.
- Strong experience in portfolio management with at least 5 years relevant experience of which a minimum of 3 years is within in UN Common System;
- Working knowledge of the UN Security Management System;
- Proficient in Atlas to effectively assign and monitor service lines’ progress, and to direct corrective actions/assistance to COs/units involved with service delivery;
- Have in-depth knowledge and experience in providing services comprising HR, procurement, administration, contracts, and financial management.
- Fluency in written and spoken English. Knowledge of another official UN language is an asset.
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Contract Duration: 1 Year with possibility for extension