Job Description

The United Nations Country Team in South Africa is comprised of 17 Agencies Funds and Programs and Regional Offices. The UN entities are in Pretoria and in Johannesburg, some share common premises and other operate from separate premises. The UNCT is led by the Resident Coordinator that is responsible for the coordination of programmatic and operational activities in the country. It is within this context that the United Nations in South Africa is committed to implement the United Nations Reforms, particularly regarding the Delivering as One by harmonizing operational policies of UN bodies, agencies, funds and programs in South Africa, including the implementation of inter-agency initiatives to ensure the quality of support services, while utilizing resources effectively. This exercise is coordinated by the Operations Management Team (OMT), a working group established by the UNCT that is led by a Head of Agency and composed of representatives of all UN entities. Within this context, the OMT has decided to adopt and implement UN Development Group’s (UNDG) results-based framework to enhance the planning, monitoring and management of the UNCT’s business operations and support to program delivery. The Business Operations Strategy (BOS) outlines the UNCT priorities in the field of common operations for 2020 – 2024. The BOS aims to improve the quality, timeliness and cost-effectiveness of the UN’s support to program delivery. The implementation of the BOS requires a capacity increase of the Common Services management unit to facilitate the roll-out, monitoring and implementation of the BOS in support of the BOS Working Group and the OMT. The United Nations Development Program, the manager of Common Services, is looking for the services of an associate to increase the capacity of the Common Services Management Unit, responsible for the BOS implementation support. The Associate will also ensure linkage between the OMT work and the Resident Coordinators Office (RCO). Duties and Responsibilities OMT Support: Under the overall guidance of the OMT Chair/Deputy Chair and supervision of the Common Services Manager, the Associate will work closely with OMT and OMT Working Groups in carrying out the following main duties;
  • Ensures technical, administrative and logistical support for the successful monitoring and implementation of the BOS, including organizing meetings and workshops for OMT such as OMT Working Group meetings, common procurement trainings, capacity development trainings, legal sensitization workshops, etc.; Coordinate data collection towards the BOS development

  • Conducting assessment of the BOS1 implementation, results and existing common services and identify areas where these services can be improved, and costs reduced

  • Ensures that adequate administrative support is provided for the timely implementation of the inter-agency activities;

  • Monitors the BOS implementation plan, evaluate and prepare quarterly and annual reports

  • Actively work towards implementation of One UN common back office

  • Any other tasks as requested by OMT

Support to Common Services Management;
  • Raise requisitions and vouchers related with common services

  • Prepare invoices for agencies contributions to common services.

  • Conducts of UN corporate surveys (place-to-place surveys, local salary surveys, hardship surveys, DSA surveys etc)

Support to the Resident Coordinator Office (RCO) - The Associate will also support the RCO on operational matters. As such s/he will have a dotted reporting line to the Head of the Resident Coordinator’s Office;
  • The Associate will act as the secretariat for the UNCT meetings. She will keep record of all meetings

  • Any other tasks as requested by the Head of the Resident Coordinator’s office

Competencies Professionalism: Knowledge and understanding of the UN’s operational context in South Africa, particularly in the fields of common services, joint premises, results-based management of UN operations, and common procurement. Ability to identify key procedures and issues, conduct data collection, operational analysis and discussions with decision-makers to propose solutions to these issues. Ability to apply sound judgment in the context of assignments given, and work under pressure. Show persistence and remains calm in stressful situations. Show pride in work and achievements, demonstrate professional competence and mastery of the subject matter. Respond positively to feedback and different points of view. Conscientious and efficient in meeting commitments, observing deadlines and achieving results. Planning and Organizing: Develop clear goals that are consistent with the terms defined here. Identify priority activities and assignments and adjust them as required. Allocate appropriate time and resources for completing work by foreseeing risks and developing contingency plans accordingly. Monitor and adjust plans as necessary and use time effectively. Accountability: Take ownership of responsibilities and honor commitments. Deliver assigned tasks within prescribed time, cost and quality standards. Operate in compliance with organizational regulations and rules. Take personal responsibility for his/her shortcomings. Knowledge Management and Learning:
  • Actively works towards continuing personal learning and development in one or more practice areas, act on learning plan and apply newly acquired skills

  • Development and Operational Effectiveness

  • Ability to perform a wide range of varied, inter-related complex administrative services

  • Ability to extract, interpret and analyze data and resolve operational problems

  • Ability to work with minimum supervision

  • Ability to supervise and train support staff

  • Ability to plan and organize work

  • Self-driven, highly efficient and effective

  • Focus on result for the client and respond positively to feedback

  • Consistently approaches work with energy and a positive, constructive attitude

  • Remain calm, in control and good humoured even under pressure

Innovation: Ability to make new and useful ideas work Communication: Ability to listen, adapt, persuade and transform Delivery: Ability to get things done while exercising good judgement Ability to provide input to business processes re-engineering, implementation of new systems Ability to extract, interpret and analyze data and resolve operational problems Required Skills and Experience Education: Minimum required post matric training in the relevant filed with 7 years’ experience in the field or Advanced Diploma/ bachelor’s degree in business management, economics, and supply and logistics or a relevant field. Professional training in, and experience with strategic planning, and results-based management, including monitoring. Experience:
  • With a degree a minimum of 4 years of experience in providing coordination support to international organizations or UN agencies, particularly in an area of business operations.

  • Experience working for an international organization such as a UN agency, as well as a good knowledge of the UN’s operational context in the country.

  • Proven knowledge in office procurement and common services including experience of dealing with suppliers and vendors.

  • Working knowledge of BOS implementation

Language Requirements:
  • Proficiency in English. Working knowledge of other UN language desirable

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