Operations Support Speсialist

In addition, the country faces losses of many people’s lives and devastative destruction of infrastructures and economic bases. Currently, more than 50% of the energy infrastructure damaged, causing the massive disruption of energy supply nationwide with millions of people experiencing power outages and challenges in heating. Extensive scale of destruction of infrastructure, rehabilitating or constructing infrastructures and installing equipment with necessary supply of the materials is urgently required to restore or maintain life-line and key basic services, followed by removal or mines and explosives as well as debris.

The widespread presence of landmines, cluster munitions, and other explosive remnants of war (ERW) in Ukraine pose a considerable and mounting threat. To address the emergency needs in the country, and meet long-term goals for Ukraine, UNDP is scaling-up Mine Action interventions through its a multi-donor funded Mine Action project which enhances the national capacity of Mine Action authorities and emergency service responders, establishes normative frameworks and links Mine Action with sustainable development outcomes.

To ensure the project activities and results are regularly monitored, evaluated and reported, UNDP invites applications from highly qualified and experienced Ukrainian professionals for the post of Operations Support Specialist.

The incumbent will promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behavior, including sexual harassment, sexual exploitation and abuse.

• Ensure full compliance of the Project activities with respective UNDP rules, regulations, policies and strategies; elaboration of the project-specific effective internal controls and procedures, fully aligned with UNDP Ukraine Country Office control framework and Standard Operating Procedures.
• Lead and manage office business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) for the Project.
• Ensure implementation of cost saving and reduction strategies.
• Ensure proper planning and expenditure tracking mechanism of financial resources of the Project in accordance with UNDP Financial Operational Policies and Procedures and UNDP Standard Operating Procedures.
• Ensure implementation of contract management strategy, including development of Terms of Reference, Scope of Works and other technical specifications for goods/services sought to be procured, support to tendering processes and evaluation, contractor appraisal, participate in evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment in close collaboration of UNDP Country Office Ukraine Procurement Unit.
• Coordinate and strategically manage the finance, procurement and human resource processes of the project.
• Oversee and coordinate with the Security unit for the efficient implementation of security measures mandated in the overall Security Continency Plan and BCP.

Ensuring efficient operations support in implementation of the Project, focusing on achievement of the following results:

• Timely and proper preparation of Project implementation, procurement, recruitment and travel plans, regular monitoring of the implementation and budget delivery, taking timely remedial action, as and when required, in close collaboration with the respective units in the UNDP Ukraine Country Office Operations;
• Manage budgetary planning, monitoring and financial administration. Ensure budget availability in order to cover the obligations made by the Project prior to raising any commitments;
• Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
• Employ rigorous standards regarding fairness, integrity, transparency, effective competition and best value for money in all logistic, decentralized procurement and contracting activities;
• Manage procurement contracts and, upon delegation of responsibility, perform the functions of Buyer in Quantum (ERP System). In performing this function, ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions are taken on POs with budget check errors and other problems;
• Coordinate shipping, delivery and logistical arrangement of purchased goods and equipment. Liaise with clients to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries;
• Ensure that the Project security related administrative procedures are fully in place and implemented;
• Ensure implementation of operational aspects of Business Continuity and Contingency planning with the coordination of Security team.

Ensure efficient finance, procurement, human resources and administrative management and supervision of the Project operations support team, focusing on the following results:

• Ensure proper management, accurate recording, safeguarding of UNDP assets, facilities and non-asset items, perform inventory control; 
• Oversee the successful organization of special events, conferences, workshops and meetings;
• Prepare reports on the status of the overall project finance, procurement and contracting results upon the request of direct supervisor;
• Produce regular financial reports as per UNDP and donor regulations and contractual obligations;
• Provide support to audit missions, including reviewing the terms of reference and following up on audit reports, recommendations and observations; 
• Contribute to development of annual workplans, budget revisions and monitor budget utilization;
• Oversee and manage recruitment processes of the Project personnel in accordance with UNDP rules and regulations, ensure adequate performance management and leave monitoring systems are set up and functioning;
• Lead contract management including appropriate use of different contractual modalities, and effective timely contract management;
• Ensure that travel of the Project personnel is administered in line with respective UNDP rules, regulations and standard operating and security procedures.

Ensure of knowledge building and knowledge sharing in the Project focusing on achievement of the following results:

• Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-services, e-recruit, web-based office management system, etc.
• Train and advise the Project personnel on UNDP operational rules, regulations and procedures to ensure know-how transfer and capacity development of national staff.

People Management

UNDP People Management Competencies can be found in the dedicated site. 

Cross-Functional & Technical competencies