Background
As a key component of the strategic direction of the UNDP Bureau for Management Services (BMS), and with an emphasis on cost-effective operations and a client-oriented approach, the Global Shared Services Centre (GSSC) combines resources from its main centres in Copenhagen and Kuala Lumpur, and its regional service centres in Amman, Addis Ababa, Dakar, Istanbul, and Panama. It delivers high-quality services in areas such as Payroll, HR Administration, Recruitment, Accounts Receivable, Accounts Payable, Fixed Assets, General Client Inquiries, Reporting, and Quantum support to UNDP offices and external client entities worldwide. Through its functional service lines, the GSSC ensures high-quality and timely delivery of services to 170+ UNDP country offices, regional and central bureaus and more than 70 other UN clients.
Under the overall guidance of the GSSC Director and direct supervision of the Deputy Director GSSC, the Operations Manager acts as an advisor to Senior Management on all aspects of the GSSC KL centre operations. This includes efficient administrative, procurement and logistics services, security, ICT and common services consistent with UNDP rules and regulations. The Operations Managerโs main role is to lead, constantly evaluate, and adjust the operations of the GSSC KL centre to ensure consistent services delivery and smooth functioning of all GSSC and non-GSSC teams housed within the GSSC KL Common Premises.ย
The Operations Manager leads and guides the GSSC KL Operations Team and fosters collaboration within the team, and with service delivery staff and other UN Agencies using a client-oriented approach. The Operations Manager works in close collaboration with service delivery and other GSSC teams, Operations staff in other UN Agencies, UNDP HQ staff and Government officials to successfully deliver the GSSC mandate.
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.
Duties and Responsibilities
1.)ย ย ย Ensures the strategic direction of operations.
Ensure full compliance of operations with UN/UNDP rules, regulations, policies, and Internal Control Framework (ICF).ย Implement corporate operational strategies. Establish management targets (BSC); and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required.ย Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships.ย Ensure mapping of the GSSC KL operations business processes, and establishment of internal Standard Operating Procedures (SOPs) for Procurement, ICT, Logistics, Protocol and Travel.ย Support senior management in identifying and overseeing risks to ensure dynamic and effective risk management in the GSSC and to make more risk-informed and timely decisions. Monitor and analyze the operating environment; undertake risk analysis related to operations for discussion with the Deputy Director GSSC and Director GSSC, as appropriate; and make timely readjustment of operations services, considering advice on legal considerations.ย Ensure systematic adherence to UNDP policies, procedures, and corporate guidance on enterprise risk management in the GSSC. Participate in the appraisal of service provision to provide operational input that includes formulating risk management plans and anticipating cost of risks in a timely manner. Ensure knowledge building and sharing about management and operations in the CO, coordination of staff learning needs, and consolidation of lessons learnt/best practices. Provide sound contributions to UNDP knowledge networks and communities of practice.2.)ย ย Ensure security of UNDP staff and premises and supervision of the Security Analyst.
Ensures the implementation of UNDP MOSS compliance.ย Ensures that there is a regularly updated GSSC Business Continuity Plan (BCP) in place Supervision of the Security Analystย Ensure GSSC compliance with corporate rules and regulations related to procurement and logistics.3.)ย ย Ensure provision of efficient procurement, logistical and administrative services, and supervision of the administrative team.
Ensure GSSC compliance with corporate rules and regulations related to procurement and logistics. Develop GSSC procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system. Develop GSSC procurement plan and ensure proper contract management, anticipating potential litigations.ย Oversee procurement processes and logistical services in compliance with procurement principles and guidelines.ย Ensure all GSSC financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures. Ensure proper management of UNDP assets, facilities and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the GSSCโs assets.ย4.)ย ย Ensure forward-looking information and communication management and supervision of ICT team.
Ensure 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.ย 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.5.)ย ย Ensure proper common services management and establishment of strong collaboration with other UNDP Business Units.
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 services budget. Contribute to Operations Management Team (OMT) activities including the area of risk management.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.ย
Competencies
Core Competencies
Achieve Results
LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impactThink Innovatively
LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problemsLearn Continuously
LEVEL 3: Create and act on opportunities to expand horizons, diversify experiencesAdapt with Agility
LEVEL 3: Proactively initiate and champion change, manage multiple competing demandsAct with Determinationย
LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater resultsEngage and Partner
LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaborationEnable Diversity and Inclusion
LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivityPeople Management Competencies
UNDP People Management Competencies can be found in the dedicatedย site.ย
Cross-Functional & Technical Competencies
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 systemBusiness Direction & Strategy / Strategic Thinking
Ability to develop effective strategies and prioritized plans in line with UNDPโs 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 variety 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 UNDPBusiness Management / Resource Management
Allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity.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.Business Management / Communication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channels.Business Management / Portfolio Management
Ability to select, prioritise and control the organization's programmes and projects in line with its strategic objectives and capacityย 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.Business Management / Risk Management
Identify and organize action around reducing, mitigating and proactively managing risk.Required Skills and Experience
Education:
Advanced university degree (masterโs degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field is required, or A first-level university degree (bachelorโs degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.ยExperience:
Minimum of 5 years (with masterโs degree) or 7 years (with bachelorโs 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 asย ERP is required. At least 3 years of experience in positions with team management responsibilities in multicultural settings is highly desired.ย Experience working with UN/UNDP/International organizations is desired.ย Experience with administrative processes, logistics, travel management, and/or asset management is a strong advantage.ย Experience in the development and/or implementation of common services, security, and/or ICT strategies is desired. Experience in Business Continuity Planning and testing is highly desired.Language Requirements:
Fluency in English is required.ย ย Fluency in Bahasa Malaysia is required for local staff.ยEqual 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.ย
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.ย
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
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