PROJECT OPERATIONS MANAGER - ITC, Location : Suva, FIJI Application Deadline : 24-Feb-15

Closing date: Tuesday, 24 February 2015

PROJECT OPERATIONS MANAGER - ITC

Location : Suva, FIJI

Application Deadline : 24-Feb-15

Type of Contract : FTA Local

Post Level : NO-C

Languages Required : English

Starting Date : (date when the selected candidate is expected to start)

01-Apr-2015

Duration of Initial Contract : 1 year

Background

Under the guidance of the Head, Product Sector Development at ITC Headquarters in Geneva the Project Operations Manager acts as an advisor to the ITC Improvement of key services to agriculture and Improvement of key services to livestock and livestock products projects on all aspects of project administration, management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UN rules and regulations. The main role is to lead and coordinate project operations, ensuring smooth functioning of the ITC /programmes and project operations in Fiji, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed. The Project Operations Manager leads and guides the ITC Fiji Country Office (CO) and Project Operations Team fosters collaboration with programme staff and with partners in Fiji with whom ITC engages in implementation of its project activities and with other UN Agencies employing a client-oriented approach. The Project Operations Manager works in close collaboration with programme and project teams in ITCs Headquarters in Geneva, operations staff in other UN Agencies, UNDP Pacific Centre staff and Government officials to successfully deliver the ITC projects' development objectives.

Duties and Responsibilities

As a member of the Fiji CO management team, ensures the strategic direction of operations focusing on achievement of the following results:

• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of the ITC Vision and Ethical standards and project operational objectives, establishment of management targets (BSC) and monitoring of achievement of results;
• Establishment of collaborative arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements;
• CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services;
• Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment;
• Knowledge building and sharing with regards to management and operations in the CO, organization operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to ITC knowledge networks and communities of practice.

Ensures effective and accurate financial resources management and guidance of an Administrative Assistant and the Livestock Project Coordinator focusing on achievement of the following results:

• Proper planning, expenditure tracking and audit of financial resources, in accordance with ITC/UN rules and regulations;
• Proper management of accounting transactions for the ITC project activities. Monitor financial management practices and transactions of ITCs project partners in Fiji, whose activities are funded through the project and/or UNDP and advise them on ways to improve performance and operations within ITC/UN rules and regulations;
• Performance of entries in the ITC/UN IMIS system (soon to become ITC/UN UMOJA system) of obligations, pre-encumbrances, payments and Treasury transactions approvals, bank reconciliations. Approval of pending disbursements as the 'third authority' (cheques, bank transfers, EFT). Approval of bank reconciliations;
• Monitoring and agreement of cost-recovery charged by UNDP for services provided to the CO and ITC projects including ensuring review and preparation of pro-forma invoices for submission to UNDP or ITC HQ;
• Organization and oversight of CO petty cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
• Monitoring of financial exception reports for month-end un-liquidated obligations, accruals unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to ITCs Head of Product Sector Development, Financial Management, Procurement, Legal and HR services and UNDP staff at Pacific Centre as required;
• Set up an office document management system and ensure safe-keeping of financial management and operations records, and periodic onward transmission to Geneva;
• Member of bank signatory panel;
• Transaction and stop payment approval on internet banking system;
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

Ensures strategic human resources management implementation of ITC HR policies in the field focusing on achievement of the following results:

• CO compliance with ITC human resources policies and strategies;
• Advise ITC HQ on optimal staffing of the office and projects;
• Provide oversight of recruitment processes in accordance with ITC/UN rules and regulations, appropriate use of different contractual modalities, contracts management, performing the function of HR Manager in ITCs E-ROC HR system;
• Establishment and maintenance of proper performance management and staff development systems within the Fiji Country Office;
• Implementation of the Universal Access strategy on learning ensuring access of staff to role appropriate learning activities.

Ensures provision of efficient procurement and logistical services, monitor and guide ITC project implementation partners in Fiji focusing on achievement of the following results:

• CO compliance with ITC/UN rules and regulations in the field including supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Elaboration of tendering processes and evaluation, managing contracts and contractors, legal implications. Oversight of procurement processes undertaken by ITC CSS or UNDP Pacific Centre and logistical services in accordance with ITC/UN rules and regulations, operating appropriate entries in IMIS/UMOJA for Purchase orders approvals;
• Proper management of ITC/Project assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO's assets.

Ensures forward-looking information and communication management and advice to ITC Headquarters IT and Telecommunications Services (ITSS) focusing on achievement of the following results:

• Use of IMIS/UMOJA functionality for improved business results and improved client services;
• Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
• Maintenance of a secure, reliable infrastructure environment for CO ICT and adequate planning for disasters and recoveries;
• Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.

Ensures proper project organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

• Establishment of project organisation and coordination framework, work-planning, activity costing, results-based budgeting, performance and quality of delivery monitoring to ensure integration of activities of development agencies and local producer organisations, eg: FCLT/C, MAFF, IFAD, NGO's, Market-facing enterprises in ITC's projects;
• Elaboration of a strategic approach to networking with Fiji-based agencies to remain in touch with trends, development initiatives, funding opportunities and policy changes;
• Completion of periodic (Monthly, quarterly, six-monthly, annual and final) project financial and operational reporting to ITC HQ, EUD Suva, PCU Lautoka, Australian DFAT, Government agencies and partners;
• Contribution of inputs to ITC's periodic project newsletter, web-site and bulletins on a variety of media.

Competencies

Functional Competencies

Building Partnerships

• Effectively networks with partners seizing opportunities to build alliances;
• Identifies needs and interventions for capacity building of counterparts, clients and potential partners;
• Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.

Promoting Organizational Learning and Knowledge Sharing

• Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise

• Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration);
• Continues to seek new and improved methods and systems for accomplishing the work of the unit;
• Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
• Continually looking for ways to enhance financial performance in the office.

Promoting Organizational Change and Development

• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Design And Implementation of Management Systems

• Makes recommendations regarding operation of systems within organizational units;
• Identifies and recommends remedial measures to address problems in systems design or implementation.

Client Orientation

• Anticipates client needs;
• Demonstrates understanding of client's perspective;
• Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management

• Provides inputs to the development of organizational standards for accountability.

Core Competencies:

• Building support and political acumen;
• Building staff competence, creating an environment of creativity and innovation;
• Building and promoting effective teams;
• Creating and promoting enabling environment for open communication;
• Creating an emotionally intelligent organization;
• Managing conflict in the interests of ITC & setting standards;
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education

• Master's Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Experience

• 5 years of relevant experience at the national or international level in providing management advisory services and/or managing development projects, staff and operational systems and establishing inter-relationships among international organizations, NGO's, producer organizations and/or national governments;
• Experience in the application and usage of computers and office software packages, experience in handling of web based management systems and ERP systems;
• Experience of accrual accounting, IPSAS or IFRS is highly desirable.

Language Requirements

• Fluency in one of the UN and national language of the duty station.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.