Common Operations Associates (OMT), Addis Ababa, Ethiopia

Background

Under the overall leadership and guidance of the United Nations Country Team (UNCT), the Operations Management Team (OMT) endeavors to facilitate the implementation of Delivery as One (DaO) by harmonizing operational policies of UN bodies, agencies, funds and programs in Ethiopia. Moreover, the OMT proposes and implements inter-agency initiatives to ensure the quality of support services, while utilizing resources effectively. Within this context, the OMT has decided to adopt and implement UN Development Group’s (UNDG) pilot results-based framework to enhance the planning, monitoring and management of the UNCT’s business operations and support to program delivery. This Business Operations Strategy (BOS) outlines the UNCT priorities in the field of common operations for 2013 – 2015. The BOS aims to improve the quality, timeliness and cost-effectiveness of the UN’s support to program delivery. To facilitate monitoring and implementation of the BOS, an officer will be hired by the OMT to support the OMT and its Working Groups with coordination of data collection and analysis, and implementation of BOS support activities.  The officer will also support necessary preparations for BOS2 (2016-2020).

Duties and Responsibilities

Key Functions: Under the daily supervision of the Common Operations Specialist, and technical supervision of the OMT Chair/ Co-chair, the incumbent will work closely with OMT and OMT Working Groups in carrying out the following main duties. Provide the OMT and its Working Groups with 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.; Work with the OMT and its Working Group Chairpersons to make sure the adequate administrative support is provided for the timely implementation of the inter-agency activities; Facilitate the RCO and OMT and its Working Group Chairpersons on a regular basis, and attend OMT and OMT Working Group meetings as appropriate; Coordinate capacity building workshops organized by OMT; Support OMT and its Working Groups to conduct survey on common services including vehicle maintenance, travel, cafeteria, etc.; Coordinate business continuity management trainings and workshops; Support conducting assessment of the BoS1 implementation, results and existing common services and identify areas where these services can be improved and costs reduced; Support on preparation of common country analysis through operational analyses such as feasibility studies and cost-benefit analyses; Coordinate data collection towards the BOS2 development; Support on organizing of the BoS2 Strategic retreat with the OMT members its Working Groups; Coordinate and support the preparation of the BOS2; Coordinate the implementation of the BOS2 activities through data collection and analysis and timely information sharing with OMT and its Working Groups; Regularly update the LTA data base and HR roster within the IKM system; Support OMT, OMT Working Groups and BOS Committee as necessary.

Competencies

Core Competencies: Professionalism: Knowledge and understanding of UN’s operational context in Ethiopia, 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 analyses 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. Functional Competencies: Knowledge Management and Learning Share knowledge and experience 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 Good knowledge of administrative rules and regulations Strong IT skills, knowledge of Atlas Ability to provide input to business processes re-engineering, implementation of new systems Leadership and Self-Management 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 humored even under pressure

Required Skills and Experience

Education: Advanced 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: Minimum of 4 years of experience in providing coordination support to international organizations or UN agencies, particularly in an area of business operations (such as procurement, human resources, HACT and business continuity), business harmonization, reduction of transaction cost and efficiency. Experience working in Ethiopia 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. Language: Fluency in written and oral English.

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.

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