Position : Head of Business Support
Post Grade : SC-10
Starting Date : ASAP
Duration : Initial 6 months with possibility for extension
Contract Type : Service Contract
Duty Station : Jakarta, Indonesia
Under the guidance of CD, the Head of Business Support acts as an advisor to Senior Management on all aspects of CO management. This includes strategic financial and human resources management, efficient procurement and admin, and IT consistent with WFP rules and regulations. The main role is to ensure smooth functioning of the Country Programme, consistent services delivery and constant evaluation and readjustment of business support functions to take into account changes in the operating environment as and when needed.
The candidate will lead and guide the Country Office Business Support team and foster collaboration within the team, with programme staff, Government counterparts and with other UN Agencies and a client-oriented approach to successfully deliver operations services.
Summary of Key Functions:
q Ensuring strategic direction of business support functions
q Financial resources management and supervision of the Finance staff
q Human resources management and supervision of the HR staff
q Efficient procurement and admin and supervision of the Procurement and admin staff
q Information and communication management and supervision of IT staff
q Common services organization and management, establishment of partnerships with other UN Agencies
1. As a member of the CO management team, ensures the strategic direction of business services focusing on achievement of the following results:
q Full compliance of operations with government as well as WFP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
q Establishment of appropriate business service partnership arrangements.
q Mapping CO business processes and establishment or revision of internal Standard Operating Procedures (SOPs) and monitor the LPE roles in Finance, Human Resources Management, Procurement, Admin and IT services.
q Constant monitoring and analysis of the business services environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
q Knowledge building and sharing with regards to business services in the CO, staff training plans, synthesis of lessons learnt/best practices, and sound contributions to UN knowledge networks and communities of practice.
q Increase the effectiveness and efficiency of Support Services (HR, Admin, Finance, Procurement and IT), through improvements of each function as well as coordination and communication between support and business functions.
1. Ensures effective and accurate financial resources management and supervision of the Finance staff focusing on achievement of the following results:
q Timely budgeting, programming, expenditure tracking and audit of financial resources in accordance with WFP rules and regulations.
q Proper management of and accounting for contributions to ensure that the money due to WFP is received, recorded and programmed on a timely basis and received with sufficient supporting documentation.
q Responsible for accurate and consistent implementation of corporate policies and procedures in the management of finance function through the provision of leadership, and technical guidance to other units as required.
q Performance of authorizing officer profile including financial transaction approvals and bank signatories as well as HACT focal point.
q Performance of financial transaction approvals, bank reconciliation. Approval of pending disbursements as the "third authority" (cheques, bank transfers, EFT). Approval of bank reconciliations.
q Organization and oversight of CO cash management processes, including liquidity management, imprest account, financial risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
q Monitoring of financial reports for activities and transactions highlighting any risks or potential anomalies to management for action.
q Act as focal point for audit and investigations from HQ.
q All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
1. Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:
q CO compliance with corporate human resources policies and strategies.
q Optimal staffing of the office and projects.
q Oversight of recruitment processes in accordance with WFP rules and regulations, appropriate use of different contractual modalities, contracts management, and application of benefits and entitlements. Establishment and maintenance of the proper performance management and staff development for staff to access appropriate learning activities.
1. Ensures provision of efficient procurement and administrative services and supervision of the procurement and admin staff focusing on achievement of the following results:
q CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
q Elaboration of the CO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and admin services in accordance with WFP rules and regulations.
q Proper management of UN assets, facilities and administrative services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO's assets.
q Ensure up to date government regulation on visas, tax, custom clearance, etc.
q Ensures forward-looking information and communication management and supervision of IT staff focusing on achievement of the following results:
q Maintenance of a secure, reliable infrastructure environment for IT and adequate planning for disasters and recoveries.
q Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.
q Compliance to WFP corporate IT Policies and Strategy.
1. Ensures beneficial common services arrangements and partnerships with other UN Agencies focusing on achievement of the following results:
q Act as WFP focal point on the Operations Management Team of the UNCT.
q Oversight of WFP's involvement in common services to ensure value for money and improved integration of activities in implementation of the UN reform agenda.
q Proper planning and tracking of common services budget attributable to WFP.
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 administrative services
* IT Implementation of the UN agenda on common services
Competencies and Critical Success Factors:
Internal Controls & Compliance
Demonstrates in-depth knowledge of internal controls and proper accounting procedures and systems to recommend improvements where necessary to address current weaknesses and mitigate risks to mission-critical WFP operations.
Performance Budgeting, Reporting & Analysis
Manages budget, business planning, and forecasting discussions on a programme-wide level, integrating financial resource information from a portfolio of projects to analyse effectiveness and financial viability.
(People, time, assets, etc.)
Oversees staffing for HQ and Field resources at the programme level, taking resource usage trends and forecasting data into account.
Financial Management & Accounting Principles
Monitors and advises senior leaders on the financial status of projects and programmes, tracking outcomes to ensure transparent and effective utilization of resources.
Supply Chain and Operations
Demonstrates thorough understanding of WFP programme and financial policies, business processes and applies these in the implementation or support of WFP programme interventions.
4Ps CORE ORGANISATIONAL CAPABILITIES:
Capability Name Description of the behaviour expected for the proficiency level
Understand and communicate the Strategic Objectives
Utilizes understanding of WFP's Strategic Objectives to communicate linkages to team objectives and work.
Be a force for positive change
Proactively identifies and develops new methods or improvements for self and immediate team to address work challenges within own work area.
Make the mission inspiring to our team
Identifies opportunities to further align individual contributions with WFP's mission of making an impact on local communities.
Make our mission visible in everyday actions
Helps colleagues to see the link between their individual tasks and thecontributions of their unit's goals to the broader context of WFP's mission.
Look for ways to strengthen people's skills
Is able to identify, support and encourage focused on-the-job learning opportunities to address gaps between current skillsets and needed future skillsets for WFP.
Create an inclusive culture
Recognizes the contributions of teammates, and encourages contributions from culturally different team mates to recognise the value of diversity above and beyond just including it in programming for beneficiaries.
Be a coach & provide constructive feedback
Provides and solicits ongoing constructive feedback on strengths and development opportunities to help develop individual skills, whilst also helping others identify areas for improvement.
Create an "I will"/"We will" spirit
Sets clear targets for self and others to focus team efforts in ambiguous situations (e.g., unprecedented issues and/or scenarios)
Encourage innovation &
Thinks beyond team's conventional approaches to formulate creative methods
for delivering food aid and assistance to beneficiaries.
Focus on getting results
Maintains focus on achieving individual results in the face of obstacles such as volatile or fragile environments and/or organizational roadblocks.
Make commitments and make good on commitments
Takes personal accountability for upholding and delivering upon team's commitments and provides assurance to stakeholders.
Demonstrates ability to adjust to team's plans and priorities to optimize outcomes in light of evolving directives, while also responding quickly in high- pressure environments, such as in emergency settings.
Connect and share across WFP units
Demonstrates an understanding of when and how to tactfully engage other units in conversations on impact, timing, or planning
Build strong external partnerships
Networks regularly with key external partners using formal and informal opportunities to understand each partner's unique value proposition, and to build and strengthen relationships
Be politically agile &
Demonstrates ability to adapt engagement approach in the context of evolving partner circumstances and expectations
Be clear about the value WFP brings to partnerships
Demonstrates ability to articulate to internal and external audiences the value that individual contributions and immediate teams bring to partnerships.
Master's Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
5 years of relevant experience at the national or international level in providing management advisory services and/ or managing staff and operational systems and establishing inter-relationships among international organization and national governments. Experience in the usage of computers and office software packages, experience in handling of web based management systems and SAP system. Experience of actual accounting, IPSAS or IFRS is highly desirable.
Fluency in English and Bahasa Indonesia. Exceptional written and spoken communication skills in both languages.
Only candidates meeting the above requirements are requested to apply. Female candidates are especially encouraged to apply. Applications should be addressed to E-mail:Jakarta.Vacancy@wfp.organd received no later than 24 March 2016. Please state the title of the post in the email subject.
All applications must include an accurately filled in Personal History Form (P11) available at the following link http://www.unon.org/docs/P11.
"Only short-listed candidates will be contacted"
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