The goal of the Strategic Resource Management Division (SRMD) is to support the effective steering and management of the Bureau for Crisis Prevention and Recovery (BCPR) through strategic and timely information and advice on status, allocation and management of the resources available to BCPR. The SRMD is responsible for ensuring adherence to all relevant administrative and operational policies and procedures, such as those related to security, finance, human resources, procurement, travel, information technology, etc.
The Division is coordinated by a Chief (SRMD), who is also a member of a member of the BCPR Senior Leadership (SL), and reports to the Bureau Director. SRMD is one of three Divisions that constitute the Bureau for Crisis Prevention and Recovery. The other two are the Policy and Planning Division (PPD) and the Advisory and Programme Support Division (APSD). SRMD works closely with the other Divisions to ensure effective collaboration and speedy quality services to all BCPR clients. In addition, it performs secondary supervisory functions for the operations / administrative staff based in Geneva.
Under the supervision of the Chief, Strategic Resource Management Division (SRMD), the Management Advisor (SRMD) will perform the following functions:
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Summary of Key Functions:
- As part of the Senior SRMD Team member and in the absence of Chief, leads and manages the Team, ensuring optimization of resources and nurturing a culture of results and solutions orientation with the highest performance standards
- Prepares management plans, reports and analyses on operational and financial resource matters to inform Bureau-level planning and decision-making
- Identifies business process improvement opportunities and leads the documentation and mapping of workflows.
- Supports the Chief in the overall management of the SRMD, deputizing for the Chief.
- Promotes knowledge sharing and learning.
- Provides strategic advice to financial planning through trends analysis, scenario-based planning, resource mobilization forecasting, and financial modelling.
1. Leads and manages the Team in the absence of Chief, ensuring optimization of resources and nurturing a culture of results and solutions orientation with the highest performance standards, focusing on achievement of the following results
- Leads the Team in establishment of output based work plans, their regular management and monitoring and document progress towards achievement of the outputs.
- Provides strategic guidance and direction to the Team in accordance with organizational strategic plan and prescribed guidelines.
- Create an environment of team spirit and high motivation leading the Team towards achieving organizational goals
- Leads in providing mechanisms of delivery of staff welfare advisory services, creation of grievance redressal systems, providing coaching and mentoring.
- Ensures talent management policies and practices are in place to tap the high performing assets of the organization.
- Management and supervision of the programme support function of the Team, ensuring that adequate systems are in place to monitor the status of Team support together with associated budgets and expenditure reports in ATLAS.
- Supervision of the Team ensuring that Results and Competencies Assessments are carried out according to UNDP procedures and timelines, and good performance is duly acknowledged.
- Contracting and supervision of consultants to support programme development in the Team
2. Prepares management plans, reports and analyses on operational and financial resource matters to inform Bureau-level planning and decision-making, focusing on achievement of the following results:
- Development and coordination of the annual work plan of the Strategic Resource Management Division, and undertaking of regular internal reviews and oversight of BCPR’s operational and financial activities to ensure the achievement of objectives and outcomes of BCPR
- Assessment of the reliability and integrity of information provided in project reports, and the quality and completeness of supporting document, as well as the judicious use of project resources by those entrusted with managing UNDP-supported projects
- Lead in the preparation and submission of action plans for addressing weaknesses identified in the implementation of control systems and processes including those identified in audit reports
3. Identifies business process improvement opportunities and leads the documentation and mapping of workflows, focusing on achievement of the following results:
- Supervision of monitoring of the implementation of previous audit recommendations and provision of monthly status reports to the BCPR management and report them in Office of Audit and Investigation’s (OAI) CARD system.
- Lead in the development of a follow-up system which will provide assurance that all audit recommendations, and the outcomes of performance and management review recommendations are complied with
- Lead in the development of systems to foster improvements in the application of internal control systems and in the maintenance of compliance standards
- Ensuring transparency and accountability in project implementation, programme management and regular performance reviews to ensure targets are met
- Identification of business process improvement opportunities and lead in the documentation and mapping of workflows
4. Supports the Chief in the overall management of the SRMD, deputizing for the Chief, focusing on achievement of the following results:
- Oversight of BCPR teams’ performance on financial management and timely and accurate information to Bureau management about issues related to the Bureau’s financial and operational performance
- Liaison with the UNDP Office of Finance on financial performance issues related to BCPR
- In conjunction with UNDP Office of Finance and Administration, coordination of BCPR’s support and actions related to the preparation of the UNDP financial statements
- Supervision of the creation of financial reports for the Bureau and in formats that meet their requirements and coordination with the different teams and units in BCPR to clarify any outstanding financial or administrative issues or reconciliations
- Preparation of strategic financial reports and comparative analyses for senior management including information related to programme and project financial status, analysis of income, expenditure, delivery rates, assets, liabilities, etc.
- Guidance to Senior Management and Bureau Units on issues related to BCPR HQ’s finance, assets, staff and consultants contract administration, procurement, record management, registry, events and logistics
- Management of finance, human resources, operations/administrative support and ICT team and guidance to staff in all aspects of financial, human resources management, operations/administrative support and ICT work including project accounting, finance, operations/administration and ICT processes
- Contribution to BCPR HQ Work Plan and coordination of budget preparation, financial analyses and reporting
- Oversight to administrative processes related to staff and consultant’s recruitment, staff on detail assignment, leave monitoring, etc.
- Contribution to the preparation of the Bureau’s ICT region-wide strategy, the introduction of new technologies, and lead in information and communication management, including web and knowledge platform support
- Supervision of office automation, including document management system and reporting systems; procurement and assets management activities; Bureau logistic and record management
5. Promotes knowledge sharing and learning, focusing on achievement of the following results:
- Support to the development of knowledge products (guidelines, tools, practice notes) to strengthen BCPR’s capacity to manage the financial and human resources of the Bureau
- Contribution to the development and implementation of training modules on financial and human resources management
- Planning and conduct of training to BCPR staff in New York and Geneva in financial, operations/administrative and human resources management
6. Provides strategic advice to financial planning through trends analysis, scenario-based planning, resource mobilization forecasting, and financial modeling, focusing on achievement of the following results:
- Support to the Chief, SRMD, in preparing the Bureau’s Annual Management Plan in collaboration with other BCPR units
- Provision of scenarios/forecast guiding the Bureau on resources mobilization needs
- Effective budget management support to the Chief through the formulation, monitoring, and updating of the annual administrative allotments and mid-year revisions
- Preparation of forecasts and reports on BCPR’s project delivery on a regular basis
- Identification of discrepancies in proposed budget and actual expenditure and liaison with unit heads to addressing them
- Updated reports on the core and non-core budget allotment provided to Senior Management and Chief
- Support to the Deputy Regional Director in the management of the extra-budgetary (XB) resources and liaison with UNDP Office of Finance on potential issues with XB income and distribution
- Support to the Chief in ensuring effective management of other financial resources managed by BCPR
- Liaison with BOM/OPB on budget and cost recovery activities and oversight of the reimbursement of the Bureau support costs
Impact of Results The key results have an impact on the role of the Assistant Administrator and Director and Chief for ensuring the effective operations of the Bureau and in meeting UNDP’s goal to become a global center of excellence on crisis prevention and recovery.
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Functional Competencies:
BUILDING STRATEGIC PARTNERSHIPS Level 3: Building strategic alliances
- Makes effective use of UNDP’s resources and comparative advantage to strengthen partnerships
- Creates networks and promotes initiatives with partner organizations
PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING Level 3: Participating in the development of policies and innovative approaches and promoting their application throughout the organization
- Actively seeks and promotes innovative methodologies and leads the development of supporting policies/tools to encourage learning and knowledge sharing
- Promotes UNDP as a learning/knowledge sharing organization
JOB KNOWLEDGE/ TECHNICAL EXPERTISE: Level 3: Expert knowledge of own discipline
- Possesses expert knowledge of advanced concepts in resource management, a broad knowledge of related disciplines, as well as an in-depth knowledge of relevant organizational policies and procedures
- For managers: applies a broad knowledge of best management practices; defines objectives and work flows, positions reporting relationships in such a way as to obtain optimum effectiveness for the unit/branch
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments
PROMOTING ORGANIZATIONAL CHANGE AND DEVELOPMENT Level 3: Influencing organizational change and development
- Provides change and development advice, including the design and implementation of change strategies / processes to enable staff/the organization to deal with change effectively
CLIENT ORIENTATION Level 3: Meeting long-term client needs
- Proactively identifies, develops and discusses solutions for internal and external clients, and persuades management to undertake new projects or services
- Advises and develops strategic and operational solutions with clients that add value to UNDP programmes and operations
Core Competencies:
Ethics & Values: Promoting Ethics and Integrity / Creating Organizational Precedents Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status
Organizational Awareness: Building support and political acumen. Understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients
Developing & Empowering People/Coaching and Mentoring: Building staff competence, Creating an environment of creativity and innovation. Takes appropriate risk in developing new or adapting existing methods and approaches to more effectively perform tasks or to solve problems in new and unique ways
Working in Teams: Building and promoting effective teams. Works collaboratively with colleagues inside UN/UNDP as well as its partners and other stakeholders to pursue common goals
Communicating Information and Ideas: Creating and promoting enabling environment for open communication. Delivers verbal/written information in a timely, clear, organized and easily understood manner
Self Management & Emotional Intelligence: Creating an emotionally intelligent organization. Tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively
Conflict Management/Negotiating & Resolving Disagreements: Leveraging conflict in the interests of UNDP & setting standards. Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict
Knowledge Sharing & Continuous Learning: Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Demonstrates commitment to ongoing professional development and keeps abreast of new developments in his/her professional field
Appropriate and Transparent Decision-making: Fair and transparent decision making; calculated risk-taking. Accepts responsibility and accountability for the quality of the outcome of his/her decisions
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