Common Services Manager

Background

The Common Services Manager provides the overall management, administration and execution of varied and inter-related operational and logistical activities in the areas of general administration, common premises, operational services to UN Agencies, common services budget preparation and execution monitoring and cost recovery; office compound services; assets management; travel and transport; housing and accommodation; security and MOSS compliance.

Duties and Responsibilities

Scope of Work 

The principal responsibilities of the Common Services Unit are the following: planning, implementation and managerial oversight of the functional areas ensuring consistent service delivery.  The incumbent sets policies and methods to maximize performance and demonstrates capacity for innovative and effective performance, with a view to standardize the services and follow up on cost recovery policy. Major functions include:

1. Management and Coordination of quality: 

• Coordinate OMT activities and ensure that all UN corporate surveys are timely undertaken (Place-to- place surveys; Annual Reviews of classification of duty stations according to conditions of life and work and Designation of Non-Family Duty Stations; Local Salary surveys; UNInfo, etc.); 
• Active collaboration with the OMT working groups
• Active participation in finding and securing suitable office premises that meet United Nations specifications and security requirements to host all UN Agiences in One UN House.
• Submit regular business reports to senior management team members and clients on the status of the services being delivered and costs, including trends and performance analysis, monitoring of resources and results achieved.
• Promotion of service: identify new areas for support services that can be provided effectively through the Common Services
• Develop internal policies documents, Standard Operating Procedures to streamline common services functioning and ensure these guidelines are regularly updated and consistent with the UNDP operational policies and within the prescribed UNDP rules and regulations.
• Control of quality: lead and promote the standardization of documents and processes and supervise their implementation; provide direction and advice in all areas of common services.
• Participate in regular UNDP Operations and programme meetings, Operations Managers Team (OMT) and lead meetings with the Common Services Unit team.   

2.  Budget of managements projects and Costs Recovery

• Preparing and ensuring a transparent management of UN Commons services and common premises budgets 
• Liaising with all Agencies to support the preparation of the annual budget, ensuring the correct allocation between agencies based on relevant cost drivers. Ensuring staff numbers and space occupied by all agencies are accurately reflected in the budget.
• Ensuring all Agency contributions are received timeously.
• Establish the costs of the provided services and ensure to review the base cost on a regular basis for any potential cost recovery schemes; development of Service Level Agreements for services provided to UN Agencies. 
• Support managerial analysis through reporting and monitoring of cost recovery income to provide an accurate, fact-based financial management enabling proactive planning.
• Producing monthly expenditure reports noting variances and actions required
• Producing monthly reconciliations of expenditure for common services suppliers and ensuring Supplier payment requests are submitted to the Finance Dept

3.   UN Agencies Services and Common Premises

• Ensure operational support services to All UN agencies including those not based in the UN compound or in Angola
• Ensuring the signature of the MOU for common services and common Premises by all relevant UN agencies. 
• Advise the team, clients and constituents on technical issues clarifying, interpreting, and guiding on complex policy/organizational issues as required. 
• Identify opportunities for UN agencies to co-locate, pool/share resources and implement logistics, security measures in a complementary manner for improved cost-effectiveness.
• Liaising with the landlord and government to ensure relevant maintenance takes place on the premises.
• Liaising with the UN Agencies to address all Agency specific maintenance issues on the premises.
• Monitoring of contracted maintenance supplier / Managing on-sight contractor

4. Ensures development and implementation of the Business Operations Strategy

• Ensure the implementation of the Business Operations Strategy and its action plan.
• Ensuring Service Level Agreements are in place for Common Services suppliers. 
• Researching and sharing best practice relating to Long Term Agreements (LTA’s) for services shared by UN Agencies
• In close liaison with UNDP Procurement Unit, support in the administration and management of contracts for goods, services and works.
• Provide guidance in assessing specification conformity, volume assessment, monitoring, and verification of deliveries.
• Coordinate shipping and delivery arrangements of purchased goods and equipment to filed locations. Liaise with clients to ensure quality control.
• Ensuring suppliers meet agreed performance targets.
• Ensuring completion of monthly/quarterly performance evaluation reports

5. Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:

• Researching and sharing best practice relating to Common Services management.
• Sound contributions to knowledge networks and communities of practice.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Impact of Results 

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of Information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Institutional Arrangement

Under the overall guidance of the Deputy Resident Representative P/O and direct supervision of the Operations Manager, the Common Services Manager works in close collaboration with the Operations Management Team (which represents UN Agencies) to ensure consistent service delivery in common services and common premises management. He supervises Common Premises Project Manager.

Competencies

Core

• Achieve Results:- LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact 
• Think Innovatively:-LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems 
• Learn Continuously:-LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility:-LEVEL 3: Proactively initiate and champion change, manage multiple competing demands 
• Act with Determination: -LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner:-EVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion:-LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross-Functional & Technical competencies 

• Business Direction and Strategy-Strategic Thinking       -Develop effective strategies and prioritised plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight
• Business Direction and Strategy-Negotiation and Influence-Reach a common understanding/agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create ‘win-win’ situations.
• 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-Risk Management- Identify and organize action around reducing, mitigating and proactively managing risks
• Business Management-Communication- 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
• Administration & Operations-Building, facilities & office space  management- Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data

Required Skills and Experience

Education:

• Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Finance, Economics or or related field is required, Or
• A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree

Experience:

Min. years of relevant work experience   

• Minimum 2 years’ experience (master’s degree) or 4 years experience (with bachelor’s degree) in providing financial management and accounting advisory services and/or relevant experience at the national or international level in managing operational systems and delivery of services to multi-stakeholders.

Required  skills          

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages.
• Experience in handling of web-based management systems and ERP financials, preferably Oracle

Desired skills in addition to the competencies covered in the Competencies section

• Experience in managing and overseeing operational and logistical activities, including facilities management, asset management, and administrative support.
• Experience in preparing and managing budgets with a clear understanding of cost allocation, cost analysis, financial monitoring and cost recovery mechanisms
• Experience working closely with stakeholders and suppliers to manage the financial and logistical aspects of shared services
• Experience working with multiple and diverse stakeholders
• Experience in managing shared services such as office space, utilities, renovation works, and related.
• Experience in business operations management, procurement, and contract administration
• Prior experience working with UN agencies, international NGOs, or public sector entities.

Required Language(s)           

• Fluency Portuguese and English

Equal 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. 

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. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  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.

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