Head of Support Services

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

UNOPS Director Ukraine Country Office is responsible for managing strategic and operational risks associated with a subset of the regional portfolio of engagements, developing and delivering cost effective services contributing to partners’ sustainable results and achievements of UNOPS management results. There are currently 19 of these Country Offices / Multi Country Offices located in Asia, Europe, the Middle East, Africa Latin America and the Caribbean.

The Head of Support Services is a critical leadership role in the Ukraine Country Offices, reporting to the Director, who provides general guidance and vision. The role is responsible for providing an efficient and integrated support service for the Country Office dealing on a daily basis with a diverse team of national and international professionals.

In Ukraine, UNOPS support to the partners in their reform agenda since 2017 spans the rule of law, social protection, demining, emergency response and security. The projects are funded by the EU, the Governments of Japan and Canada.

All projects have gender equality as a transversal theme, and have been contextualised within the broader Sustainable Development Goals frameworks and objectives.

Following the increased militarisation around Ukraine’s borders as well as the recognition of the so-called Donetsk and Lugansk People’s Republics by the Russian Federation, the security situation in Ukraine deteriorated rapidly, with the launch of a military offensive by the Russian Federation on 24 February 2022. Armed violence escalated in at least eight oblasts (regions), including Kyivska oblast and the capital city of Kyiv, as well as in the eastern oblasts of Donetsk and Luhanska which were already affected by conflict. The towns of Mariupol, Kharkiv, Irpin were strongly affected, so resident civilians fled their homes en masse.

Martial law and a state of war were introduced in Ukraine on 24 February 2022, and the general mobilisation of all Ukrainian males between 18 and 60 years old was ordered, while the Ukrainian airspace was closed to civilian users.

The UN estimates that 12 million people in Ukraine will need relief and protection. By 18 April 2022, the UNCHR estimated that 4,980,589 refugees from Ukraine already crossed the border with Poland, other European countries, Hungary, Slovakia, the Russian Federation, the Republic of Moldova, Romania and Belarus.

Functional Responsibilities

1. Operational leadership, advisory and technical support
2. Project planning and coordination support
3. Procurement
4. Financial and compliance management
5. Human resource management
6. Administration and Information Technology
7. Knowledge management and innovation

1. Operational Leadership, advisory and technical support

• As a key leadership role for the Ukraine Country Office, the Head of Support Services monitors and supervises teams as well as all aspects of operations (Finance, HR, Procurement, Health, safety, security and environmental (HSSE), Information Technology(ICT) and Administration) to ensure achievement of results, whilst driving compliance with corporate strategies, UNOPS rules, regulations, policies, and standards of accountability, ethics and integrity.
• Monitor support services to ensure continuously improving client service and satisfaction, including liaising with appropriate Head Quarters Practice Groups and IPAS for required support.
• Contribute to the formulation of Ukraine Country Office strategies and policies through advisory services to the Ukraine Country Office Director.
• Provide technical advice and operational guidance on innovative approaches to project financing, risk assessment/mitigation and use of financing structures, mechanisms instruments and guarantees.
• Collaborate with colleagues to identify the need, determine cost and plan all Country Office support services, including procurement, finance, human resources and administrative services.
• Assist the Country Office Director in setting goals, targets and performance standards for projects, and recommend tools for monitoring, evaluation and auditing
• At the request of the Country Office Director participate in any UN forum discussions and planning to ensure UNOPS position, interests and priorities are fully considered.
• Lead on health, safety, security and environmental (HSSE) matters to ensure they are integrated into all aspects of the operations and that related risks are managed effectively.
• Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harrasement, sexual harrasement and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments

2. Project planning and coordination support

• Provide assistance and support to programme and project budget preparation, revisions and work planning.
• Provide input into project engagement and acceptance documents including assisting with contract negotiations.
• Provide advice on goal setting, targets and performance standards for projects and recommend tools for monitoring, evaluation and auditing.
• Monitor project financial projections, take decisions and/or refer critical issues to the Country Office Director and/or other stakeholders for action.
• Provide advice on programme and project cost sharing, deployment of funds and closure.
• Constantly monitor and analyze the operating environment to identify potential risks and take action/refer critical issues for intervention to ensure delivery of results.
• Closely liaise with the Field Offices (within the Country Office in order to troubleshoot any issues that might cause interruption in the support services management.

3. Procurement

• Oversee and supervise Country Office procurement processes, including tendering processes and evaluation and supplier selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.
• Evaluate contractual arrangements and legal commitments/risks for appropriate action.
• In consultation with relevant colleagues, review, administer and issue contracts, agreements/amendments with institutions and UN agencies.
• Oversee the logistics of goods and equipment on project sites to confirm delivery and safe warehousing.
• Evaluate, list, update and monitor the performance of the roster of service providers of suitable firms or institutions

4. Financial and compliance management

• Prepare the Country Office financial plan and manage the budget process/cycle to ensure timely revisions and reallocation of funds.
• Oversee the Support Services Finance Unit and ensure compliance with the UNOPS/Financial Rules & Regulations and Finance procedures
• Monitor, track and control expenditure to ensure optimum and appropriate use of resources.
• Ensure the availability of required financial reports and exception reports including investigating anomalies to resolve problems, reporting or recommending any action required to relevant stakeholders.
• Supervise the timely review, posting and closure of accounts. Certify/verify accuracy and compliance with standards of accountability framework. Submit/prepare mandated report on financial status.
• Supervise all financial services (accounting, cash management, payments etc.) ensuring timeliness and compliance with standards of accountability and performance.
• Monitor the Management Budget expenditures for the Country Office and ensure that LMDC (Locally Managed Direct Cost) is properly recovered, billed and spent in accordance with the applicable procedures;
• Act as a focal point for any internal/external audit exercise.

5. Human resource management

• Plan personnel required for Country Office programmes/projects.
• Oversee all human resource services/processes including recruitment, salary administration and compensation, performance review, training and development, ensuring compliance with human resource rules, regulations, procedures and standards of performance and ensuring that hiring managers actively seek to create diverse teams in terms of gender and geography.
• Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility.
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.
• Exercise control of all staffing issues within the Ukraine Country Office as required by the projects’ demands including recruitment, training, staff performance review

6. Administration and Information Technology

• In close collaboration with Headquarters, support maintenance of a secure and reliable ICT environment, including adequate plans for disaster recovery.
• Manage the acquisition, maintenance, inventory, recording, verification and protection of project and administrative facilities/assets, including IT infrastructure, equipment and servers.
• Identify opportunities for leveraging the use of IT to enhance business operations and efficiency and to facilitate knowledge management, and information sharing.
• Manage the timely and efficient delivery of all administrative services, (e.g. premises, asset management, organizational and personnel security, travel and IT).

7. Knowledge management and innovation

• Contribute to the development and introduction of innovation to ensure UNOPS is continually incorporating best practice approaches in Ukraine Country Office Support Services.
• Contribute to the dissemination and sharing of best practices and lessons learned for corporate development planning and knowledge building.
• At the request of the Country Office Director and in collaboration with the team, plan, implement and organize strategic capacity building of project personnel, clients and stakeholders.

Education/Experience/Language requirements

Education

• A Master’s degree in a relevant related field is required.
• A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Work experience

• A minimum of 7 years of progressively responsible experience covering at least two of the following operations functions: Procurement, Finance, Logistics/ Asset Management and Human Resources. Knowledge of the other functions is desirable.
• A minimum of 3 years of leadership experience, including a proven track record managing staff and operational systems is required.
• Some experience in UN system organizations preferably in a developing country is desirable.
• Experience dealing with UN regulations, rules and policies in the areas of contracting, procurement and human resources is desirable.
• Experience in leading operations in hardship duty stations and/or in locations with a complex political crisis is highly desirable

Language requirements

• Full working knowledge of English is essential
• Knowledge of another official UNOPS language is an asset

ALONG WITH THE APPLICATION, ALL CANDIDATES ARE REQUESTED TO SUBMIT A COVER LETTER

Contract type, level and duration

Contract type: Fixed Term Contract level: P4 Contract duration: One year initially, renewable subject to satisfactory performance and funding availability’

For more details about United Nations staff contracts, please follow this link*:* https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx Additional Considerations

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.