Human Resources, Procurement, Administration Services Manager, SC (UNDP Sub-office in Crimea), Simferopol, Ukraine

Background

UNDP has been working in the Autonomous Republic of Crimea (ARC) for fifteen years. During this period, it has invested significant human and financial resources first to respond to the complex social and economic challenges paused by the mass return of more than 250,000 representatives of ethnic groups deported by the Soviet government, and then to support the Government of Crimea and the civil society in designing and implementing pro-poor development models and adopting a participatory approach to strategic planning for long term sustainable development. Throughout this period, UNDP has been adapting its technical assistance to the evolving needs of the peninsula. It is currently implementing a total of six projects in the region.

In August 2010, UNDP Ukraine will establish a Sub-office in Simferopol, the capital of the Republic. The role of the UNDP Sub-office in Crimean is to carry out overall programme coordination activities and support the implementation of the operational projects. The UNDP Sub-office in Crimea also will provide support to the Government of Crimea in ensuring international aid effectiveness in the peninsula.

In order to achieve suitable economies of scale in administering projects in the ARC, a Project Services Center (PSC) will be established to provide project implementation services including procurement, HR management, administration, finance and communication.

The present Terms of Reference relate to the position of Manager of Human Resources, Procurement (HR) and Administration Services in the PSC.

Duties and Responsibilities

Responsibilities and Duties

Under the direct supervision of the Head of the Sub-Office (HoSO) or in his/her absence, of the Programme Assurance and Oversight Officer, the incumbent ensures execution of transparent and efficient HR, procurement and administrative services and processes in the PSC. S/he pursues a client-focused, quality and results-oriented approach.

The HR/Procurement/Administration Manager supervises the staff in HR, Procurement and Administration services and works in close collaboration with Project Managers and project staff of UNDP´s portfolio in Crimea, the UNDP Country Office, and Government officials, as necessary, to successfully deliver timely and quality services.

More specifically, the HR/Procurement/Administrative Manager is responsible for:

1.Human Resources management services:

    * prepares Terms of Reference for project personnel, prepares and places vacancy announcements; responds to questions from potential candidates
    * pre-screens candidates against Terms of Reference; long-listing, organizing interview and selection processes; undertaking reference checks.
    * prepares SC contracts; compiles and prepares necessary documents for recruitment.
    * assists newly recruited staff upon arrival and conducts introductory training, briefs on UNDP rules and procedures as well as security arrangements;
    * plans and organizes staff trainings, acts as learning manager for the Sub-office.
    * assists in developing and implementing a sourcing strategy in order to actively search for and identify the most suitable and qualified project personnel and consultants.
    * maintains and updates the rosters of experts and sub-contactors as well as an effective system of retainer contracts.
    * maintains and regularly updates the personnel filing system.
    * Maintains attendance records for projects.
    * organizes the mid-year and annual Results and Competency Assessments of staff.
    * Handles, in a timely manner, contracts' extension or termination procedures.

2.Procurement services:

    * ensures full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
    * prepares/updates procurement plans projects and their implementation monitoring.
    * organizes procurement processes in PSC accoring to SOPs, including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
    * prepares purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors' creation in Atlas. Buyers profile in Atlas.
    * reviews procurement processes conducted by projects (shopping); submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
    * implements internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
    * maintains and updates the rosters of sub-contactors, LTAs.

3.Administration/logistics services:

    * Under guidance of the assets management focal point in the CO, implements assets management SOP and procedures..
    * Assists international and local project personnel with general administrative and security issues (visa, accreditation, housing etc.).
    * Assists UN Field Security Officer in implementing security procedures, monitoring security, preparing security reports and assisting handling security incidents for Crimea.

Managerial duties

The incumbent will directly supervise and oversee the quality of the following staff's inputs/outputs:

    * Procurement/Administration Assistant.
    * PSC driver/project drivers.
    * Sub-office/PSC cleaner/cleaners of project premises

The HR and Administration Services Manager will be bearing the final responsibility for the quality of all outputs produced by supervised staff.

Expected outcomes and results, measurable outputs of the work assignment

The key results expected by the HR and Administration Services Manager are:

    * timely and quality HR management services provided to sub-office and projects.
    * timely and quality procurement provided to sub-office and projects.
    * Timely and quality logistics services provided to sub-office and projects.
    * UNDP HR and procurement standards fully integrated in services' provision.

Performance Indicators for evaluation of results

    * Planning and coordinating skills;
    * Interpersonal and task management skills;
    * Quality of work and timeliness of outputs;
    * Initiative;
    * Relations with colleagues and ability to be an effective team player;
    * Partnering and networking

Competencies

    * Computer literacy and excellent working knowledge of Microsoft office software packages (Word, Excel, etc).
    * Affinity with United Nations mandate and principles.

Required Skills and Experience

    * University degree in business or public administration and/or related fields.
    * At least 2 years of progressively responsible administrative function.
    * Knowledge of UNDP HR, procurement and contracting and financial management rules and procedures an advantage
    * Working experience with Enterprise Resource Planning and Management systems (ERP) would be an advantage
    * Fluency in English, Russian and Ukrainian.

This is a locally recruited position and no expatriation benefits will apply.

All interested candidates should complete the

UN PERSONAL HISTORY FORM* (P-11)

and attach it to the on-line application (instead of CV). Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.

DEADLINE FOR APPLICATIONS IS 13/08/2010

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. We regret that we will not be able to acknowledge all unsolicited general applications for employment.

Personal History Form can be downloaded from http://www.un.kiev.ua/bc/jobs/

Qualified women are strongly encouraged to apply.

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.

Closing Date: Friday, 13 August 2010