Common Back Office Manager at WFP March 2024, Jobs WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFP
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
ORGANIZATIONAL CONTEXT
The Common Back Office (CBO) initiative proposes to streamline key operational areas of participating agencies by harmonizing procedures and consolidating support services into one facility at the country level. This consolidation is expected to reduce duplication of functions and administrative and transaction costs, while the harmonized procedures are expected to, at the same time, increase the quality and effectiveness of these services.
The CBO unit will provide common identified services in Common Procurement, Common Logistics, Common Human Resources, Common ICT, Common Finance and Common Administration (including Facility Management) to the United Nations participating entities. Additional services could be included as per agreement between the participating entities and the CBO unit through the hosting entity. The CBO day-to-day operations and decisions are managed by the CBO Manager who reports to the host entity for administrative matters.
The CBO Country Governance Board will provide strategic guidance with a view to ensuring the quality of services provided by the CBO, through a participative coordination meeting, where all participating entities have the same representativity and all opinions shall be taken into consideration. The CBO Manager reports directly to the Head of Hosting Entity in the country and through him/her to the Country Governance Board (CGB) consisting of Heads of participating UN entities, under the leadership of the Resident Coordinator, being the CGB the “clients” governance mechanism responsible for the overall service performance of the CBO.
The CBO has its own annual budget and staff dedicated to the management and delivery of services to its clients.
JOB PURPOSE
The position of CBO Manager reports directly to the Head of the Hosting Entity and is responsible for managing on a daily basis the delivery of CBO services to client entities. This role includes identifying UN Entities’ requirements for services being delivered, including quality and timeliness of services. The CBO Manager is bounded by the Service Level Agreements (SLAs), which set out the respective requirements and responsibilities of client UN Entities and the CBO.
The CBO Manager, with the support of the Service Delivery Platform (SDP), will be responsible for meeting the timeliness of the service delivery, in a first-in first-out manner, and for ensuring the application of the Client Satisfaction and Costing & Pricing principles agreed at the UNSDG level.
KEY ACCOUNTABILITIES (not all-inclusive)
A. Coordination of the governance arrangements:
- Establish and consolidate the CBO in Tanzania as an integrated center of services meeting with efficiency operational needs of its clients, based on UNSDG Client Satisfaction and Costing & Pricing principles.
- Serve as Secretary of the CGB. The Secretary shall coordinate the organization of the meetings and prepare a draft agenda for each meeting. The agenda and relevant documentation should be distributed to the members in advance of the meeting. The Secretary shall also prepare reports and any correspondence, as well as maintain a record of decisions, documentation and reports.
- Develop a permanent working communication with CGB members and their teams aiming the production of timely solutions and the consolidation of the new flows.
- Provide regular reports to CGB on all aspects of CGB activities.
B. Supporting financial results and performance:
In the six functional areas (Common Procurement, Common Logistics, Common Human Resources, Common ICT, Common Finance and Common Administration, including Facility Management), monitor the established SLAs with CBO client entities and provide quality services in timely manner.
Facilitate/initiate the drafting and suggesting amendment to SLAs and KPIs.
Develop a strategic planning for CBO, including a Biennial Management Strategy and its Biennial Budget Strategy for Sustainability.
Produce an annual report on service delivery for participating Entities, including financial reports provided by the hosting entity and/or service provider.
Prepare periodic review of the status of implementation of the annual work plans and of the CBO financial statements.
Develop CBO annual work plans and prepare Tanzania CBO implementation updates.
Review cost-share mechanism and invoicing procedures.
KEY ACCOUNTABILITIES (Continued……)
C. Monitoring of CBO day-to-day operations and decisions
Determine the appropriate executing modality for the Service Lines (such as outsourcing).
Efficiently recruit skilled professionals aligning with CBO standards and facilitate seamless onboarding.
Through overall direction, active coaching and efficient organization of work, lead the staff during the phases of installation and further adjustments of CBO.
Provide supervision to the CBO Programme Management Assistant.
Develop motivation, team spirit and client-oriented culture.
Ensures the continued development and training of the staff.
Develop appropriate mechanisms of coordination with program staff in the UN Entities.
Establish appropriated mechanisms to receive continuous feedback from client entities.
Facilitate the establishment of a Case Management System, guiding setup, and facilitating user training.
After a period of experimentation, identify required adjustments to be introduced in the initial structure, processes, tools, allocation of staff and budget.
Support RC with the presentation of CBO Tanzania to other UN entities, ensuring the widest adhesion possible.
STANDARD MINIMUM QUALIFICATIONS
- Advanced University degree in business, public administration, or a related field. (A first University degree may be accepted if the applicant has at least 9 years of relevant post-qualification experience)
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
- At least 7 years of relevant post-qualification work experience, preferably in the UN system. Experience and proven ability in the delivery of a range of UN administrative services, within tight deadlines in accordance with established UN requirements.
- Experience and skills in providing leadership and team management in a multi-cultural, working environment. Common Back Office Manager at WFP March 2024
- Communication and negotiation skills in managing high level client relationships.
- Ability to identify client’s need and match them to appropriate and innovative solutions.
- Broad knowledge of best practices, techniques for process optimization processes (e.g. optimization of strategic planning, sourcing, logistics, finance processes, performance management, etc.) Common Back Office Manager at WFP March 2024
- Broad knowledge of best practices, techniques and methodologies for developing new strategies and drive efficiencies
- Experience in change management.
- Ability to adapt in a rapidly changing environment and pay close attention to details.
- Fully committed and motivated to achieve the aims of the UN World Food Programme.
TERMS AND CONDITIONS
Only shortlisted candidates will be contacted.
DEADLINE FOR APPLICATIONS
The deadline for submitting applications is 26 March 2024.
WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.