Under the overall and direct leadership of the Country Director (primary supervisory line), in matrix management with the Deputy Country Director (Operations) for operations and strategic portfolio management responsibility, and in close collaboration with Programme Managers, the Head of Sub-Office performs the following functions:
Office Management
Under the guidance of and in close coordination with the Deputy Country Director (Operations):
- Ensures the smooth running of the Erbil Sub-Office. Oversee the day-to-day operational and administrative issues of the Erbil Sub-Office.
- Is responsible and accountable for the appropriate use and management of resources attributed to the Office and to the portfolio of the Kurdistan region of Iraq.
- Promotes team work, collaboration and synergies within the Sub-Office, among the project teams and with the Programme Units at the Country Office level
- Assist in the management of personnel matters relating to all staff of the Sub-Office
- Supervises programme staff at Erbil Sub-office and serve as a secondary supervisory line for 'administrative purpose' to the Head of HR, who can serve as Deputy to the Head of Sub-Office and the Head of Operations Hub. The Head of HR will maintain substantial and primary reporting line with the Deputy Country Director (Operations/DRR-O).
- Ensures timely and regular reporting
Representation and Coordination
- Represents UNDP in the Kurdistan region of Iraq, and in various fora, as requested by the Country Director. Fully participate in UN coordination mechanisms and convey UNDP’s priorities and positions.
- In collaboration with the Office of the UN Resident/Humanitarian Coordinator, provides strong coordination support to UN Agencies, Non-Governmental Organizations (NGOs) and national authorities through the establishment of a wider consultation process and appropriate fora to enhance coordination between humanitarian and transition-to-development partners, thus strengthening the links between relief, early recovery and development activities.
- Ensures proper coordination and inputs to the Interagency initiatives
- Maintains collaboration and coordination with the other Heads of office to ensure programmatic integration, sharing of lessons and best practices, economies of scales, etc.
Maintains regular contact with projects and Programme counterparts in the Kurdistan · region of Iraq
- Advocates for adherence to UNDP recovery and development principles with a view to enhance community recovery, good governance, poverty alleviation and human security
- Provides support to overall resource mobilization efforts of the Country Office in close collaboration with Programme at the Country Office level.
Programme Development, Strategic Analysis, Planning and Advice
In close liaison with the Country Director, Deputy Country Director Programme/Operations and respective Programme Cluster Managers:
- Analyse socio-economic and political situation and trends, donor and government activity in the Kurdistan region of Iraq; and help identify opportunities and entry points for UNDP. Keep Senior Management informed of socio-economic developments that may have an impact on the sub-office.
- Provides advice on the identification of new programmatic activities and the strategic direction of the sub-office’s programmatic activities from programme design through implementation \
- Analyse implications of UNDP’s on-going and planned activity in the Kurdistan region of Iraq and help translate them into tangible policy positions.
- Assists in developing and implementing strategies, policies, and plans affecting business development, resource mobilization and delivery of country-office programming in the Kurdistan region of Iraq
- Finds solutions to remote management problems including, managing, in appropriate collaboration with team leaders, specific programme activities which require hands on and active follow-up in Erbil.
- Supervises (matrixed reporting line) senior programme staff based in Erbil, including Kurdistan region programme coordinators for each programme pillar.
- Monitor the overall performance of projects in the Kurdistan region of Iraq, by ensuring proper planning, benchmarking and target setting (substantively and financially);
- Advises on policies and strategies to adequately respond to transitional recovery and development challenges and needs.
- Ensures identification and promotion of joint programming and planning opportunities
- Promotes identification and synthesis of best practices and lessons learned for organizational sharing and learning
- Supervises the day-to-day project management, in reference to annual/quarterly work plans and ensure coordination among projects in the Kurdistan region
Operational Management
- Assess the scope of services required for effective implementation of programmes in the Erbil sub office.
- Using Atlas as necessary, manage the transactions of the Sub-Office and ensure they adhere to UNDP Financial Rules and Regulations and UNDP Human Resources management policies and procedures
- Approve contracts and Atlas Purchase Orders under specific written delegated authority limits from the Resident Representative and Country Director in close coordination/consultation with the Deputy Country Director-Operations.
- Ensures the integrity of financial systems and directly oversees the administrative, financial and budgetary aspects of programme delivery in the Kurdistan region of Iraq and advises the DRR – Operations accordingly
- As Security Focal Point in the Sub-Office, and working closely with UNAMI and UNDSS as appropriate, responsible for the protection of personnel and property of UNDP through the establishment and maintenance of contingency plans and procedures for medical and other emergencies. Responsible for all coordination with the UN organization providing common services (UNAMI).
- Oversee management of physical assets and direct the establishment and maintenance of office support systems (premises, equipment, transport/travel, procurement, shipment, etc,)
- Ensure enforcement of security procedures and MOSS requirements in the sub-office.
- Identify and participate in capacity building activities, including identifying training needs, establishing training programmes as well as carrying out training evaluations
- Manage staff performance, providing an enabling environment for learning, knowledge sharing, skills re-tooling and on-the-job training
- Seek early and coordinated responses to problems, bottlenecks and foreseeable crises.
- Inform the quarterly reports/briefings prepared for UNDP Headquarters by the UNDP Iraq office.
- Monitor closely developments with regard to the security situation in the Kurdistan region of Iraq and report this to the security team and senior management, advising on its programmatic implications for UNDP.
Programme Oversight and Implementation
- Ensures proper implementation of programmes based on continuous monitoring and analysis of (a) the most critical recovery and development needs, response capacities, access situation, operational environment and applicable security issues; (b) implementation progress of the programmes in the Kurdistan region of Iraq
- In close collaboration with the Deputy Country Director (Programme), leads the UNDP Programme and ensure attainment of expected results in the Kurdistan region of Iraq
- Ensures effective application of RBM tools, monitors sub-office and project unit work plans, Programme effectiveness and achievement of results
- Supports capacity building of national counterparts
- Performs any other related task assigned by the supervisors
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Core Competencies:
- Promoting ethics and integrity, creating organizational precedents
- Building support and political acumen
- Building staff competence, creating an environment of creativity and innovation
- Building and promoting effective teams
- Creating and promoting enabling environment for open communication
- Creating an emotionally intelligent organization
- Leveraging conflict in the interests of UNDP & setting standards
- Sharing knowledge across the organization and building a culture of knowledge sharing and learning
- Fair and transparent decision making; calculated risk-taking
Functional Competencies:
Advocacy/Advancing A Policy-Oriented Agenda
Influencing the public policy agenda
- Builds consensus concerning UNDP’s strategic agenda with partners on joint initiatives
- Dialogues with national counterparts and other stakeholders to strengthen advocacy efforts, incorporating country, regional and global perspectives
Results-Based Programme Development and Management
Achieving results through programme design and innovative resourcing strategies
- Identifies country needs and strategies using a fact-based approach
- Makes use of a variety of resources within UNDP to achieve results, such as cross-functional teams, secondments and developmental assignments, and collaborative funding approaches
- Ensures the full implementation of country programme and Financial Resources to obtain results
Building Strategic Partnerships
Building strategic alliances
- Makes effective use of UNDP’s resources and comparative advantage to strengthen partnerships
- Creates networks and promotes initiatives with partner organizations
Innovation and Marketing New Approaches
Fostering innovation in others
- Creates an environment that fosters innovation and innovative thinking
- Conceptualizes more effective approaches to programme development and implementation and to mobilizing and using resources
Resource Mobilization (Field Duty Stations)
Developing resource mobilization strategies at country level
- Contributes to the development of resource mobilization strategies at CO level
- Actively develops partnerships with potential donors and government counterparts in all sectors at country level
- Strengthens the capacity of the country office to mobilize resources
Promoting Organizational Learning and Knowledge Sharing
Participating in the development of policies and innovative approaches and promoting their application throughout the organization
- Promotes UNDP as a learning/knowledge sharing organization
Job Knowledge/Technical Expertise
Expert knowledge of own discipline
- Possesses expert knowledge of advanced concepts in primary discipline, 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
- Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself personally
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments
- Demonstrates expert knowledge of the current programme guidelines and project management tools and manages the use of these regularly in work assignments
Global Leadership and Advocacy for UNDP’s Goals
Influencing global and national initiatives
- Advocates for increased priority given to human development issues internationally and in national planning frameworks
- Advocates for increased resources at international and national level
Client Orientation
Meeting long-term client needs
- Anticipates constraints in the delivery of services and identifies solutions or alternatives
- 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
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