BY Maria Helena Mizuno Moreira | December 6, 2017
At the beginning of 2016, Nesta predicted that back office innovations would take center stage. In the case of the UN in Brazil, this prediction was spot on. If you work outside the United Nations system you might assume that we consistently pool our resources. But we don't. This is largely due to the fact that the UN organisations were created one by one by the UN Member States over the last 70 years, and the different UN organisations therefore had to set up their own internal management structures - not unlike different ministries in a government. In the past, cost savings have been pursued UN agency by UN agency within their sometimes very different business models. As part of the drive for better services and reduced costs, however, the UN has been reconsidering this model, and are trying out new methods for pooling back office functions to better serve the populations we work for. The UN in Brazil is one of the four integrated business centers across the UN system that are piloting this new way of working. We named it the Joint Operations Facility, or the JOF (yes, we love acronyms in the UN!). The other integrated business pilots are in Cape Verde, Copenhagen and Viet Nam. In Brazil, we began 18 months ago with the idea of simplifying business processes and integrating services across UN entities. Out of 22 funds, programmes, and specialized agencies working in Brazil, six agencies endorsed this project: UNDP, UNFPA, UNESCO, UN Women, UNOPS and UN Environment, with UNAIDS as a partner agency. With the support of the UNDG Business Operations Working Group and the UN High-Level Committee on Management, we conducted a strategic review of business operations in the country. We assessed our procurement, IT and human resources needs and created a business case for pulling these back office functions together. This analysis was the official start of our Joint Operations Facility in Brazil. What does integrating business operations really mean? Setting up this facility meant creating a new team to fully address the new needs of these agencies in country. We created new positions for procurement, travel, ICT and a manager that oversees the work of the team. The JOF Manager reports to the UN Resident Coordinator, who shares the governance of the facility with the six agencies participating in the initiative. For decisions, we follow the General Assembly “one vote one voice” principle, so each agency has an equal say regardless of the size or volume of goods or funds they channel through the facility. Now 18 months later, we are proud to say that the members of this facility are working together on a single service platform centralizing procedures and business operations in the areas of procurement, travel, information and communications technology. Centralizing services allows for several benefits such a sharing the costs and risks, and allowing staff to specialise and therefore increase the quality of services. The bumpy parts As with any new endeavor, the UN in Brazil faced several obstacles including entrenched practices, cultural clashes, and different ways of thinking. Some entities felt that they took an unfair financial hit and perceived a disadvantage in their business services, while smaller entities already counted on the facility to sustain their activities. Other lessons that we learned during this 18 months of journey are: Never underestimate transition periods: What we realized during the process is that setting up solid administrative support services requires an investment, and the transition period shouldn’t be underestimated. Technology to the rescue: The ICT tools that the facility used were initially connected with specific UN entities’ requirement. We soon learned that this was too complex. A second generation of ICT applications and portal will be released soon allowing automated monitoring to improve control, transparency and operational efficiency. When duplication happens, breathe, and phase it out: Some of the participating agencies preferred to keep parallel internal operational structures. This was redundant to the purpose of the Joint Operations Facility, and agencies quickly realized that it was not sustainable and these structures are being phased out gradually. The lack of a global UN-wide common procurement manual has been a challenge, and we are trying to identify and adopt already existing operational good practices across the UN system to have a common framework. As a work-around, we are now working on our own common manual for procurement to consolidate practices including the adoption of a harmonized procurement manual. This has been a difficult and time consuming process. We believe that by expanding and providing additional procurement services, as well as launching the shared human resource services, we will ensure the sustainability and relevance of the facility. We are currently negotiating the provision of services to more agencies through service legal agreements, we will keep you posted in the number of agencies joining us! The silver lining It’s safe to say that our hard work ultimately paid off. Since launching the facility in March 2016, we are developing new procedures and tools to streamline our work. By simplifying and revamping our internal business flows, we we are reducing our common operation footprint while improving the collective efficiency and saving costs. What’s next? In terms of next steps, some already see the opportunity to expand this facility into a regional hub. As the only integrated service center in the Latin America and the Caribbean region, building in the current structure we would have the potential to provide business operations services to multiple countries to increase cost savings and improve quality of office services. So we feel that this is just the beginning of an exciting project. Despite the hurdles, we trust that we are on the right track and will continue to support the United Nations to think outside the box and construct innovative, efficient and effective mechanisms to achieve the 2030 Agenda.
BY Caroline M Nkuziwalela, Saidu Kamara | August 2, 2017
On Saturday, 25 March 2017, UN Namibia took part in the global Earth Hour movement. We joined millions of people from every corner of the world to show support for climate action. Our participation in this movement proves critical in that, saving electricity today, we establish better energy saving habits which lead to a brighter, better future. It’s easier said than done though. Did you know that in Namibia, between 40 to 80 percent of energy is imported from South Africa, which is facing shortages and has regular energy cuts? To tackle this, following the United Nations Partnership Framework agreement, we will assist the Government strategically to develop its own energy sources, prioritizing solar energy, for energy security and secure commitment towards a low carbon development pathway. Turn on the lights, sustainably What if we told you that the UN House in Windhoek is going to turn into a self-sustaining, energy efficient building? The UN House is comprised of 12 UN agencies, all of whom participate in the conversion to a solar photovoltaic PV system. A photovoltaic system, or solar power system, is designed to supply usable solar power by means of photovoltaics and is being widely scaled as a primary source of renewable energy in many facilities across Africa. Imagine how much energy we could save if the lights at the office automatically switch off after 10 minutes of inactivity. Simple habits can make a difference in the way we use electricity. For this reason, we launched last week a grid-interactive solar photovoltaic (PV) system at UN House. The facility will make up for a portion of electrical energy consumption and it will also help us save money. As Namibia receives a high amount of sunlight, this move towards renewable energy promotes the Sustainable Development Goals (SDGs), specifically Goal 7 ‘Affordable and Clean Energy’ and is in line with the UN’s mission of Greening the Blue. The recommended system size of 90 kWp will offset 19 percent annual energy use, with a 20 percent reduction in electricity costs annually. That’s a lot! The expected internal rate of return when this project is cash financed is 21.5 percent. This means we expect to break-even after five years. The solar panel system is not a backup solution but rather an energy subsidy system. When the solar panels produce more energy than is consumed, the difference is fed back into the national electric grid, increasing the availability of power distribution across the city of Windhoek. Investing in Namibia’s Renewable Energy Plans Due to poor insulation, inefficient lights, appliances, and heating and cooling equipment, we pay more for energy costs than we should. This is money we could save by investing in energy efficiency. In partnership with the Namibia Energy Institute, we plan to update the existing energy audit for the UN. We will also carry out a cost-benefit analysis to improve increasing energy efficiency by switching to energy-saving devices. Moreover, by installing a solar energy system, we can focus on renewable energy, particularly solar, without having to increase the price of our electricity. With the help of renewable energy experts, we are supporting the government of the Republic of Namibia on a large-scale feasibility plan for Namibia’s first concentrated power plant. A concentrated power plant uses mirrors to focus the sun's light energy and convert it into heat to create steam to drive a turbine that generates electrical power. In addition, we are also researching how to transfer this technology to the country, i.e. exploring the potential for manufacturing solar panels locally, PV parts/equipment, and building capacities and skills for the renewable energies industry. Given the size of the sector in Namibia, we also supported a project tasked with experimenting different approaches to generating bio-energy through the use of agricultural waste. Our main goal is to learn from the previous work and engage the Namibia Energy Institute in technical advisory and support capacity. We’re excited about the possibilities that solar energy can bring to our work and Namibia. We will keep you posted on our journey there!
Many UN country teams take innovative approaches to support the design and implementation of the UN Development Assistance Framework (UNDAF) through business operations strategies.READ MORE
Premises shared by UN organizations are an important component of the Secretary-General’s UN Reform Programme. The objective of common premises is to build closer ties among United Nations staff and promote a more unified presence at country level in a cost-effective manner.READ MORE
Based on UNDG real-time IMS data, this global snapshot shows the latest progress by countries, towards implementation of the “Operating as One” Standard Operating Procedure: (1. Business Operations Strategy endorsed by the UN country team; 2. Empowered Operations Management Team and 3. Operations costs and budgets integrated in the overall medium-term Common Budgetary Framework).
Note: The boundaries and names shown and the designations used on the maps do not imply official endorsement or acceptance by the United Nations.