Operations Manager (Nationals Only)

Key Responsibilities

Ensures the strategic direction of operations.

• Ensure full compliance of operations with UN/UNDP rules, regulations, policies, and Internal Control Framework (ICF).
• Implement corporate operational strategies. Establish management targets (BSC); and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required.
• Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships.
• Ensure mapping of the GSSC KL operations business processes, and establishment of internal Standard Operating Procedures (SOPs) for Procurement, ICT, Logistics, Protocol and Travel.
• Support senior management in identifying and overseeing risks to ensure dynamic and effective risk management in the GSSC and to make more risk-informed and timely decisions. Monitor and analyze the operating environment; undertake risk analysis related to operations for discussion with the Deputy Director GSSC and Director GSSC, as appropriate; and make timely readjustment of operations services, considering advice on legal considerations.
• Ensure systematic adherence to UNDP policies, procedures, and corporate guidance on enterprise risk management in the GSSC. Participate in the appraisal of service provision to provide operational input that includes formulating risk management plans and anticipating cost of risks in a timely manner.
• Ensure knowledge building and sharing about management and operations in the CO, coordination of staff learning needs, and consolidation of lessons learnt/best practices.
• Provide sound contributions to UNDP knowledge networks and communities of practice.

Ensure security of UNDP staff and premises and supervision of the Security Analyst.

• Ensures the implementation of UNDP MOSS compliance.
• Ensures that there is a regularly updated GSSC Business Continuity Plan (BCP) in place
• Supervision of the Security Analyst
• Ensure GSSC compliance with corporate rules and regulations related to procurement and logistics.

Ensure provision of efficient procurement, logistical and administrative services, and supervision of the administrative team.

• Ensure GSSC compliance with corporate rules and regulations related to procurement and logistics.
• Develop GSSC procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system.
• Develop GSSC procurement plan and ensure proper contract management, anticipating potential litigations.
• Oversee procurement processes and logistical services in compliance with procurement principles and guidelines.
• Ensure all GSSC financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
• Ensure proper management of UNDP assets, facilities and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the GSSC’s assets.

Ensure forward-looking information and communication management and supervision of ICT team.

• Ensure ERP functionality is used for improved business results and improved client services.
• Identify opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
• Maintain a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Update the ICT Disaster Recovery Plan regularly.
• Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry and web-based office management system, etc.

Ensure proper common services management and establishment of strong collaboration with other UNDP Business Units.

• Elaborate strategic approach for implementation of common services in line with the latest developments in common services and best practices.
• Ensure proper planning and tracking of common services budget.
• Contribute to Operations Management Team (OMT) activities including the area of risk management.

Qualification & Requirements

Cross-Functional & Technical Competencies

Business Direction & Strategy / System Thinking

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Business Direction & Strategy / Strategic Thinking

• Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
• Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Management / Resource Management

• Allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity.

Business Management / Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

Business Management / Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management / Portfolio Management

• Ability to select, prioritise and control the organization’s programmes and projects in line with its strategic objectives and capacity
• Ability to balance the implementation of change initiatives with regular activities for optimal return on investment. Knowledge and understanding of key principles of project, programme, and portfolio management.

Business Management / Risk Management

• Identify and organize action around reducing, mitigating and proactively managing risk.

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field is required, or
• A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Minimum of 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant experience at the national or international level in providing management advisory services and/or managing operational systems and establishing relationships with international organizations and national governments.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP is required.
• At least 3 years of experience in positions with team management responsibilities in multicultural settings is highly desired.
• Experience working with UN/UNDP/International organizations is desired.
• Experience with administrative processes, logistics, travel management, and/or asset management is a strong advantage.
• Experience in the development and/or implementation of common services, security, and/or ICT strategies is desired.
• Experience in Business Continuity Planning and testing is highly desired.

Language Requirements:

• Fluency in English is required.
• Fluency in Bahasa Malaysia is required for local staff.

Benefits

UNDP offers a comprehensive package of employee benefits, including a competitive salary, paid leave, flexible work arrangements, and a generous pension scheme. Additionally, they provide medical coverage, life insurance, relocation support, and opportunities for on-the-job learning and professional development.