Under the guidance and supervision of the UN OMT Chair, the UN Common Service/Local Service Centre (LSC) Manager leads the newly formed UN Common Service Centre. S/he is responsible for the efficient delivery of operational management and administration support as designed in the Business Operation Strategy.
The UN Common Service Manager supervises a wide range of staff within the Common Services supporting the business operations in the UN House. The UN Common Service Manager demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.
Summary of major duties and responsibilities:
• Ensuring strategic direction of operations within the UN Local Service Centre (LSC)
• Provision of the day-to-day management of the UN Common Services.
• Ensures certification and confirmation of operational transactions.
• Development of the UN Common Services Annual Work-plan and Budget.
Ensures the strategic direction of operations focusing on achievement of the following results:
• Ensures an effective implementation of the objectives of the BOS through the LSC.
• Monitor the implementation plan, evaluate and prepare quarterly and annual reports
• Facilitate partnerships with service providers through the establishment of LTAs
• Develop business processes mapping and establishment of internal Standard Operating Procedures (SOPs) for all the units under the LSC.
Ensure systematic provision of day-to-day management of the UN LSC focusing on achievements of the following results:
• Ensure a sound and well secured working environment for all UN Staff.
• Ensure timely communication on operational issues affecting the working environment in the UN House including scheduled maintenance activities.
• Undertake all actions necessary to avert disruptions to the working environment in the UN House
• Provide briefings and orientation to supervisees on a weekly basis
• Put in place mechanisms to routinely assess quality of services provided by various service providers. Ensures certification and confirmation of operational transactions focusing on achievement of the following results:
• Accurate interpretation and application relevant policies, rules and procedures for all contractual agreements.
• Inform the OMT Chair where deviation from rules and regulations for compliance.
• Ensure provision of supporting documentation to UNDP for processing of all payments.
Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
• Elaboration of the overall strategic approach for the implementation of the 2018-2020 BOS.
• Development and implementation of the Annual Work Plan and Budget of the LSC.
• Prepare quarterly and annual reports on all procurements and fund utilization from the Common Service Account.
• Develop internal control systems for the effective utilization of the Common Services Account.
• Facilitation of internal mechanisms to ensure timely budgetary support for the implementation of the Common Services Work Plan.
• Maintain and expand the partnerships within the existing UN Agencies including Non-Resident Agencies.
Minimum Recruitment Qualifications
• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
• 1-2 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 :n handling of web-based management systems.
• Fluency in English and Siswati.
• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting teaming and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making.
The position’ is on a fixed term Appointment at NOA level with a 1-year contract renewable based on funding and performance.
The visible presence of the United Nations in Swaziland is represented by the development work undertaken by its specialized agencies, programmes, secretariats and funds. UN entities are assigned to countries based on the specific mandate. Programme design and interventions are developed taking into consideration the country's developmental context. The UN in Swaziland consists of resident, non-resident entities with programmes and entities with projects.
There are six resident UN entities in Swaziland: UNDP, UNICEF, UNFPA, WHO, WFP and UNAIDS. The United Nations Development Programme (UNDP) has the broad mandate for reduction of poverty, inequalities and exclusion. UNDP is responsible for strengthening sustainable development pathways, inclusive and effective democratic governance and resilience. This is achieved through policy and legislation reform, advocacy, capacity building and facilitating South-South triangulation.
The United Nations Children's Fund (UNICEF) is responsible for the promotion and protection of children's rights and equitable access to key social services. The United Nations Population Fund (UNFPA) focuses on strengthening the national capacity to deliver integrated sexual and reproductive health and HIV services, including family planning with a special focus on youth, particularly adolescent girls. This increased focus on youth and adolescents is also aimed at supporting programmes for harnessing demographic dividend. The programme further strengthens national capacity for prevention and response to gender-based violence, research and analysis of quality and timely disaggregated data on population and development issues including the 2017 Population and Housing Census.
The World Food Programme (WFP) is the food assistance agency of the United Nations system. Food aid is one of the many instruments that can help to promote food security, which is defined as access of all people at all times to the food needed for an active and healthy life. The mission of WFP is to end global hunger and strengthen food and nutrition security for the most vulnerable people.
Targeted interventions are needed to help to improve the lives of the poorest people - people who, either permanently or during crisis periods, are unable to produce enough food or do not have the resources to otherwise obtain the food that they and their households require for active and healthy lives.
The World Health Organization (WHO) has a primary role of directing and coordinating international health within the UN system. Its areas of work include health system, promoting health through life course, non-communicable diseases, communicable diseases and preparedness surveillance and response. The Joint United Nations Programme on HIV/AIDS (UNAIDS) leads and inspires the world to achieve its shared vision of zero new HIV infections, zero discrimination and zero AIDS-related deaths. UNAIDS unites the efforts of 11 UN entities namely UNHCR, UNICEF, WFP, UNDP, UNFPA, UNODC, UN Women, ILO, UNESCO, WHO and the World Bank, working closely with national partners to end the AIDS epidemic by 2030 as part of the Sustainable Development Goals (SDGs).
The UN in Swaziland has two non-resident entities which are FAO and UNESCO. The Food and Agriculture Organization’s (FAO) mission is to support the country in alleviating hunger and improving food security. FAO provides technical advisory services and capacity development through policy reform and infrastructure development. The FAO office is managed by an Assistant Resident Representative who reports to the Sub-regional Director in Zimbabwe. The United Nations Educational, Scientific and Cultural Organisation (UNESCO) is also a non-resident UN entity carrying out its mandate through the National Commission for UNESCO. The National Commission for UNESCO is led by a Secretary General and reports to the Regional office in Zimbabwe.
There are two UN entities that have projects in the country; ILO and UNODC. The International Labour Organization (ILO) is responsible for the promotion of workers' rights. In Swaziland ILO's focus has mainly been in the area of HIV in the workplace. The United Nations Office for Drugs and Crime (UNODC) is responsible for supporting countries respond to challenges related to illicit drugs, crime and corruption. The UNODC Project is focusing on HIV and AIDS prevention, treatment, care and support in prison settings.
The "Delivering as One" modality initiated by the UN Country Team since 2008 and formally endorsed by the Government in 2014 is increasingly showing positive results in efficiency gains and effectiveness including the impact of working jointly. The Resident Coordinator System, led by the UN Resident Coordinator (RC) who is the designated representative of the Secretary General, manages and facilitates the development of the overall UN support to the country through the UN Development Assistance Framework (UNDAF).
The UN Country Team comprising of Heads of UN entities meet regularly each month to plan and execute their joint work plans. Inter-agency working groups established to strengthen collaboration and improve efficiency, are proving to be central to the success of the Delivering as One modality. The Resident Coordinator reports to the UN Secretary-General through the Chair of the UN Development Group. All members of the UN Country Team are accountable to their respective organizations, as well as to the Resident Coordinator for delivering development results outlined in the UNDAF. The RC also serves as the Resident Representative of UNDP. However, in order to create the firewall between the RC Office and UNDP, the day-to-day operations of UNDP are delegated to the Deputy Resident Representative