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Managing organizations operations including HRM,Finance mgt,procurement, security and project management.
What is the ideal approach for a multisectoral organization operations management?
I'm working as operations manager with the UN, my background is general management.
I'm just showing my responibilities and I would like some professionals to assist me with their views from an operational perspective.
Under the direct supervision of the Head of Office/Operations (Nyala and Geneina) or the Operations Specialist (El Fasher), the Operations Analyst will be responsible for the management of all operational aspects of the Field Office. This includes the operational support of projects implemented by UNDP in the respective office, the management of the office premises and guesthouses, and ensuring full compliance with UNDP principles, rules and regulations. The Operations Associate will supervise key functions and staff in the Field Office in the areas of administration, vehicle management, security and maintenance. The Operations Analyst will work in close collaboration with the Operations, Programme and Project teams in the UNDP Country Office in Khartoum to ensure smooth operation of the Field Office in line with UNDP’s programmatic strategy.
The Operations Analyst covers a broad range of issues ranging from general administration, building management, common services, security of premises and staff to effectively supporting projects on all matters pertaining to operations, such as procurement, financial management and human resources.
The Operations Analyst is responsible for the direct supervision and guidance of operations staff and ensuring cross-unit cooperation and coordination. The Operations Analyst ensures a client-oriented approach and consistency with UNDP rules and regulations in conformity with the UNDP Internal Control Framework and good management practice.
Field Office Operations:
• Ensure the provision of top quality services to the projects as per the established operational service lines; explore and analyze possibilities of further developing the efficiency of operational management in the field;
• Supervise a team of professionals applying principles of effective and efficient service delivery; align individual work plans to the Field Office management work plan and objectives; demonstrate sound management competencies;
• In consultation with the Human Resources unit, responsible for the recruitment, performance and career management of all staff under direct supervision;
• Ensure the efficient use of all resources entrusted to the Field Office, with proper accountability and transparency;
• Ensure the maintenance of an effective cost sharing system for common premises based upon a full internal cost recovery;
• Administer the inventory of the Field Office and ensure that proper records are maintained in the Assets Management Module of Atlas for core assets in close liaison with the asset management function in the Country Office;
• Identify office technology needs and responsible for the maintenance of equipment, software and systems;
• Maintain a secure, reliable infrastructure environment for ICT and, in close collaboration with the ICT unit in Khartoum, adequately plan for disasters and recoveries;
• In close liaison with the Procurement unit in the Country Office, responsible for the initiation and follow-up of all procurement pertaining to the Field Office and UNDP guesthouses;
• Monitor the transparency of the procurement and contractual processes, and the use of international best practices;
• Any other duties as required.
Guesthouse Management:
• Responsible for the management of UNDP guesthouses aiming at achieving adequate living standards for UNDP staff in Darfur;
• Ensure the provision of highest security standards, maintenance of all guesthouse related infrastructure and supervision of service personnel;
• Ensure effective cost recovery of all related costs pertaining to maintenance, rent and security provision for UNDP guesthouses.
• In cooperation with the Finance Analyst Support correct planning of financial resources and preparation of budgets for staffing, office and guesthouse management in Atlas;
• Any other duties as required.
Operational Support:
• Ensure the provision of support services to the projects in the field in terms of financial management, logistics and administration;
• Ensure the transparency of the procurement and contractual processes, and the use of international best practices;
• Responsible the provision of travel and protocol services in close cooperation with the Operations Support Services unit in the Country Office;
• Ensure and follow-up with shipping and delivery arrangements of purchased goods and equipment. Communicate with clients to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries;
• Supervising the Field Office car pool and its staff, including relevant training, vehicle maintenance, fuel supply and efficient utilization;
• Provide regular training support learning activities of Operations and Project staff on issues pertaining to UNDP best practices, rules and regulations, and Atlas;
• Any other duties as required.
Security:
• Supervise the Field Office and Guesthouse security and its staff; ensure proper implementation of security relevant training and 24 hours coverage;
• In close cooperation with the Field Security Adviser, follow-up on the implementation of UNDP MOSS and MORSS compliance for the Field Office and UNDP guesthouses;
• Maintain and update contingency plans, field security plans and procedures for medical and other emergencies;
• Any other duties as required.
IV. Impact of Results
The key results have an impact on the overall economy, efficiency, and effectiveness of CO operations as it relates to the use of corporate resources in the following areas:
• Financial services
• Human Resources
• Procurement and logistical services
• ICT
• Common Services and the implementation of the UN agenda on common services and joint procurement.
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