Operations and Administrative Specialist

Job Description

1- Office/Unit/Project Description  (max 300 words)

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.

UNDSS personnel plays a vital role in enabling the safe conduct of UN operations, often in dangerous environments. We do this while ensuring the safety, security, and well-being of UN personnel, premises, and assets worldwide. Our personnel perform a large range of functions, from ensuring the security of UN compounds, providing close protection services, and investigating incidents, to providing training on safety and security policies and procedures. Our staff identify security trends, develop security plans and ensure crisis preparedness.

2- Scope of Work 

1- Ensure strategic direction of operations

• Ensure full compliance of operations with UN/UNDSS rules, regulations, policies, and Internal Control Framework (ICF).
• Implement corporate operational strategies. Establish management targets (BSC); and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required.
• Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships and resource mobilization purposes.
• Ensure mapping of UNDSS business processes, and establishment of internal Standard Operating Procedures (SOPs) for Finance, Human Resources Management, Procurement, ICT, Logistic, Protocol, Travel and Transportation Management Services.
• Support senior management in identifying and overseeing risks to ensure dynamic and effective risk management in the CO 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 DPSA Operations and PSA, as appropriate; and make timely readjustment of operations services, considering advice on legal considerations.
• Ensure systematic adherence to UNDP and UNDSS policies, procedures, and corporate guidance on enterprise risk management in the CO and at the project level. Participate in the appraisal of projects to provide operational input that includes formulating risk management plans and anticipating cost of risks during the project design phase.
• Ensure relevant colleagues and stakeholders from both programme and operations are consulted in the identification, costing, and management of risks for security programs.

        2 – Ensure effective procurement, logistical and administrative service, and supervision of the UNDSS Team in Nairobi:

• Ensure CO compliance with corporate rules and regulations related to procurement and logistics.
• Develop CO procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system.
• Develop CO procurement plan and ensure proper contract management, anticipating potential litigations.
• Oversee procurement processes and logistical services in compliance with procurement principles and guidelines.
• Ensure proper management of UNDSS assets, facilities and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the CO’s assets. Ensure forward-looking information and communication management and supervision of ICT Team

       3- 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.
• 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.

       4 – Ensure proper common service management and establishment of strong collaboration with other UN Agencies:

• 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 and of Agencies’ contributions to the common services account.
• Contribute to Operations Management Team (OMT) activities including the area of risk management.

       5 – Support to SIOC Secretariat and knowledge management 

• Overall coordination of the Security Cell and SMT. (Messaging notification, follow-up, agenda, conference room reservations, logistics, preparing electronic documents)
• Updating and maintaining the Action Matrix(s) of the Cell, SMT and FSCO coordination meetings. Prepare the Security Cell and SMT minutes. The latter within 48 hours after the SMT.
•  Maintain records of the SMT approved minutes and electronic recordings Develop a operations electronic documentation filing database for the PSA, DPSA and CSIOC access. (Cell, SMT minutes, Matrix and digital recording files)
• Ensure appropriate training, projectworkshops and other relevant activities are organized and implemented in a consultativemanner, involving technical experts and stakeholders that may include the government,private sector, NGOs, donors, and/or academia
• Ensure knowledge building and sharing about management and operations in the CO, coordination of staff learning needs, and consolidation of lessons learnt/best practices.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

3-  Institutional Arrangement

The Operations and Administrative Specialist  will report directly to the Principal Security Adviser. The post is presently located in Mogadishu, Somalia and this duty station has been designated by the International Civil Service Commission as an “E” hardship and a non-family duty station.

4. Competencies

5. Minimum Qualifications of the Successful IPSA

6 – The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.