Operations and Administrative Specialist

Job Advertisement

Position Title: Operations and Administrative Specialist
Location: Mogadishu
Country: Somalia
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that focuses on eradicating poverty and reducing inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working with governments and people to address development challenges. The organization is committed to promoting diversity, equity, and inclusion, ensuring that all personnel are empowered to contribute to its mission. UNDP emphasizes a 'leave no one behind' approach, encouraging applications from individuals belonging to marginalized or excluded populations. The organization has a zero-tolerance policy towards sexual exploitation and abuse, harassment, and discrimination, ensuring rigorous reference and background checks for all selected candidates.

Job Overview:
The Operations and Administrative Specialist will play a crucial role in the Department of Safety and security" style="border-bottom: 1px dotted #007bff !important;">Security (UNDSS), which is responsible for the leadership, operational support, and oversight of the United Nations security management system (UNSMS) globally. The incumbent will ensure the safe and effective delivery of UN programmes and activities, particularly in complex and challenging environments. This position requires strategic direction in operations, compliance with UN/UNDSS rules and regulations, and the establishment of management targets. The role also involves developing collaborative arrangements with partners, managing risks, and ensuring adherence to enterprise risk management policies. The specialist will oversee procurement, logistical, and administrative services, ensuring compliance with corporate rules and regulations. Additionally, the role includes managing information and communication systems, establishing common service management, and supporting knowledge management initiatives within the organization.

Duties and Responsibilities:

• Ensure strategic direction of operations by ensuring compliance with UN/UNDSS rules and regulations, implementing corporate operational strategies, and establishing management targets. Monitor office performance indicators and take corrective actions as needed.
• Develop collaborative arrangements with partners and manage resource mobilization efforts.
• Map UNDSS business processes and establish internal Standard Operating Procedures (SOPs) for various services including Finance, Human Resources, and Logistics.
• Support senior management in risk identification and management, ensuring timely adjustments to operations based on risk analysis.
• Ensure effective procurement and logistical services, overseeing procurement processes and ensuring compliance with procurement principles.
• Manage UNDSS assets and facilities, ensuring compliance with IPSAS during purchasing and disposal.
• Supervise the ICT team, ensuring the functionality of ERP systems and promoting web-based solutions for efficiency.
• Establish strong collaboration with other UN agencies for common service management and contribute to Operations Management Team activities.
• Coordinate the Security Cell and SMT, maintaining records and preparing minutes for meetings. 1
• Organize training and workshops to promote knowledge sharing and best practices within the organization.

Required Qualifications:

• Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or a related field is required. Alternatively, a first-level university degree (bachelor’s degree) in the stated areas combined with two additional years of qualifying experience will be considered.
• Minimum of 5 years of relevant experience at the national or international level in management advisory services or operational systems management.
• Experience in the public or private sector is required, with at least 4 years of international field experience.
• Proficiency in the use of computers and office software packages, as well as web-based management systems such as ERP.
• Experience in advising senior management on humanitarian and political crises is desired, along with experience in conducting comprehensive assessments at various operational levels.

Educational Background:
Candidates must possess an advanced university degree (master’s degree) in relevant fields such as Business Administration, Public Administration, Finance, or Economics. A first-level university degree (bachelor’s degree) in these areas, combined with additional qualifying experience, will also be considered. This educational background is essential for understanding the complexities of the role and the operational environment in which the UNDP operates.

Experience:
The position requires a minimum of 5 years of relevant work experience for candidates with a master’s degree, or 7 years for those with a bachelor’s degree. This experience should be at the national or international level, focusing on management advisory services and operational systems. Candidates should have a strong background in working with international organizations and national governments, particularly in challenging environments. Experience in the use of office software and web-based management systems is also necessary.

Languages:
Fluency in English is mandatory for this position. Knowledge of another UN language is considered an asset and is desired for effective communication within the organization and with stakeholders.

Additional Notes:
The position is located in Mogadishu, Somalia, which is designated as an 'E' hardship and non-family duty station by the International Civil Service Commission. The role may involve significant challenges due to the operational environment. Candidates should be prepared for a demanding work setting and must adhere to UNDP's policies on diversity, equity, and inclusion. The organization emphasizes a zero-tolerance policy towards misconduct and requires all selected candidates to undergo rigorous background checks.