Overview
The Support Services Senior Officer provides comprehensive support services across various functional areas to ensure operational effectiveness, compliance, and efficient resource management for UNOPS projects and programs in Sudan.
Tasks Summary
- Coordinate and advise senior management on operational effectiveness and implementation of corporate directives.
- Provide support to UNOPS programs regarding operational arrangements, financial guarantees, and risk assessment.
- Support knowledge building and sharing to promote international best practices in management and operations.
- Coordinate and provide input on SOPs and workflows to improve operational processes.
- Build staff capacity in operations and produce lessons learned.
- Provide support in the management of procurement of office supplies and project-related procurement activities.
- Liaise with procurement units to resolve issues and challenges.
- Support in reviewing tender bids and bidding documents.
- Review evaluation of proposals, recommendations for contract awards, and participate in negotiations.
- Review and clear contract documents and agreements.
- Oversee the administration of contracts and agreements.
- Support the management of budget expenditures for the Sudan Office.
- Maintain oversight over UNOPS’s financial position and financial projections.
- Provide support in the management of the Finance Unit and ensure compliance with financial rules and regulations.
- Assist project teams in reviewing and consolidating periodical expenditure/financial reports.
- Prepare financial exception reports and investigate anomalies.
- Provide responses to audit queries and ensure implementation of audit recommendations.
- Ensure internal and control mechanisms in projects are established and implemented.
- Coordinate Quarter & Year end UNOPS books closure activities.
- Provide support in the management of the HR Unit and ensure compliance to procedures.
- Follow up on HR and talent management of UNOPS Sudan office and projects.
- Support periodic market research on local salary scales.
- Provide support in the preparation of a learning plan for UNOPS personnel.
- Contribute to staff capacity through training, coaching and mentoring.
- Provide support and coordinate with the Security Associate to ensure office compliance with security protocols.
- Ensure premises Health, Safety, Social and Environment (HSSE) compliance and assessment.
- Oversee and facilitate obtaining visas, registration, travel permits, and other government documents.
- Ensure efficient and timely delivery of support services and provision of common services.
- Represent the Head of Office in relevant UN Country Team forums and working groups.
- Organize and coordinate the provision of support services to projects and programs.
- Serve as an interface between projects and HAMCO management on administrative issues.
- Ensure UNOPS rules and procedures are applied in all support services and operations areas.
- Set up the guest house, ensure its upkeep, and establish GH SOP and rates.
- Develop CO ICT strategy and annual action plan.
- Ensure proper maintenance of server equipment, computers/laptops, and other ICT equipment.
- Supervise the implementation of the ICT annual action plan.
- Coordinate the review and upgrading of the UNOPS ICT infrastructure.
- Set-up KPIs for the ICT unit.
- Produce regular reports to the Head of Office and Head of Support Services.
- Support the Head of Office and relevant units in the review of operational aspects of proposed projects.
- Support and coordinate with relevant parties in determining support services required for projects and activities.
- Review, monitor and evaluate existing arrangements to improve service quality and cost-efficiency.
- Analyze project budgets and revisions, and advise programs and projects on fund deployment.
- Negotiate with service providers.
- Provide support in the preparation and revision of project budgets, work plans, and project engagement documents.
Experience Requirements
- Minimum 4 years of relevant experience with a Bachelor's degree, or 2 years of relevant experience with a Master's degree in the area of operations management or project support services.
- Foundations in finance, procurement, logistics and human resources management.
- Desired: Experience in UN rules and regulations, particularly relating to procurement, finance and security management.
Qualification Requirements
- Master’s degree in Business Administration, Public Administration, Management or related field OR Bachelor’s degree in Business Administration, Public Administration, Management or related field.
- Desired: PRINCE2 Foundation Certification and/or similar project management certification.
