Chief, Central Support Services

The Chief, Central Support Services leads and provides direction to the Office of Central Support Services, managing services including ICT, facilities, procurement, asset management, publishing, catering, travel, diplomatic, and registry/mailroom. The role involves strategic leadership, budget oversight, policy development, and serving as the security focal point for the UK within the UN Security Management System.

Responsibilities

• Plan, oversee and provide direction to the management of Central Support Services (CSS), including facilities management, procurement, asset management, publishing, catering, travel, diplomatic, UNLP and registry/mailroom and distribution.
• Oversee and supervise the budget and financial management of expenses within CSS’s remit (Regular Budget, Headquarters Capital Fund, Trading Fund), including the approval of variable works requested by contractor under the total facilities management contract.
• Develop and maintain up-to-date policies and procedures for CSS services.
• Provide strategic, policy and budgetary advice to senior management on all CSS matters.
• Recommend purchases of equipment and services aligned to CSS objectives.
• Serve as Country Security Focal Point for the United Kingdom within the framework of the United Nations Security Management System (UNSMS).
• Serve as the certifying officer for the request for the issuance of UNLP and documents related to diplomatic car and duty free goods privileges.
• Serve as the focal point for the Organization for the United Nations Organizational Resilience Management System (ORMS).
• Perform any other duties as may be requested.
• Oversee the organization’s FM activities and financial management of budget and expenses, including the approval of variable works requested by the contractor and reviewed by the Facilities Manager.
• Comply with the Organization’s obligations as a tenant: long-term planning of major works, in collaboration with Landlord (host Government) and appointed Managing Agent; protect the Organization’s interests on building-related matters and payment of rent and rates.
• Preventive and reactive maintenance of plant and equipment in the IMO HQ, ensuring the smooth running of all systems to provide a safe and healthy environment.
• Ensure security for IMO HQ, including liaison with the Parliamentary and Diplomatic Protection group of the Metropolitan Police.
• Provision of office cleaning and porterage services, building and motor vehicle insurance, utilities, waste removal/recycling services.
• Manage the relationship with tenants, including calculation of rent and service charges.
• Compile reports on the Secretariat’s greenhouse gas emissions for UN Environment’s Sustainable UN programme; work towards reducing the Secretariat’s carbon footprint.
• Oversee the organization’s ICTS activities, including budget planning, financial management and budgetary and expense performance, and budget transfers.
• Review and approve or clear staff related matters: recruitment; overtime; extension of appointment; performance management, including functions, roles and responsibilities, if necessary.
• Review ICT related project proposals submitted by Head, ICTS for the approval by the Director, Administrative Division.
• Provide strategic leadership and organizational oversight of IMO’s ICT function.
• Represent IMO as member of the Management Committee of the International Computing Centre.
• Oversee and manage the Organization’s procurement activities.
• Plan and manage procurement of all goods and services for the Organization, including for field offices and projects implemented on behalf of World Bank, EU and other donors, ensuring good value for money.
• Negotiate and conclude contracts for goods and services procured by the Organization; contracts management including monitoring and review of performance.
• Prepare recommendations to Committee on Contracts for high-value contracts.
• Provide advice and support to senior management and requisitioning officers on procurement policies and procedures.
• Compile reports on procurement statistics for UN Procurement Network.
• Review and update the Procurement Manual.
• Asset management, including gifts to the Organization.
• Oversee and manage the registry and general service functions for the Secretariat.
• Oversee the processing of Host Government-related entitlements and privileges.
• Ensure effective operation of office services, equipment and stores.
• Ensure effective operation of mail room, registry and pouch services.
• Oversee and manage publishing services (funded by the Trading Fund) Monitor, review and update policies and strategies related to production (including digital production) and sales.
• Provide advice and support to the Secretariat (including senior management) on publishing policies and practice. Manage the publishing element of the Trading Fund budget, including revenue forecasting and long-range expenditure planning.
• Oversee and manage the Organization’s in-house catering activities (funded by a Trading Fund).
• Manage the catering element of the Trading Fund budget, including revenue forecasting and long-range expenditure planning.
• Oversee and manage travel and diplomatic services for the Secretariat.
• Coordinate the provision of all official travel (including mission travel, entitlement travel, recruitment and repatriation travel, consultants’ travel.
• Liaison with and performance monitoring of travel agency.
• Review and update the Travel Manual, travel policies and administrative procedures against industry standards and best practices as adopted by Other UN agencies.
• Compile statistical reports on Secretariat travel.
• Oversee the administration for the issuance of UNLPs.

Requirements

• Advanced university degree in Business/ Public Administration, Management or other relevant fields is essential.
• At least 15 years of responsible experience in the management of multi-disciplinary teams, including a minimum of 5 years’ experience at a senior or international level position, with line management capacity is essential.
• Experience in contract and financial management is essential.
• Proficiency in English (oral and written) is essential.
• Knowledge of another official language of the Organization would be an asset.
• Demonstrated experience in managing several support service functions is essential.
• Proficiency in MS Office applications.
• Working knowledge in an ERP (e.g. SAP) will be an asset.

Skills

• Team Management
• Line management
• Contract Management
• Finance Management
• Support Services
• Strategic Leadership
• Budget Oversight
• Policy Development
• Security Management
• Microsoft Office Suite
• ERP Systems
• SAP
• Facilities Management
• Procurement Management
• Asset Management
• Travel Management
• Registry and Mailroom Management
• Publication Management
• Catering Management

Languages

English