UN WOMEN: OPERATIONS MANAGER


Location : Juba, SOUTH SUDAN
Application Deadline :10-Apr-13
Type of Contract :FTA International
Post Level :P-3
Languages Required :
English  
Expected Duration of Assignment :One Year

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The overall development objective of the Sudan AWP 2012/2013 is to consolidate efforts that contribute to gender equality and women’s empowerment in Sudan. It focuses on 4 outcomes; viz. women’s political participation, peace building, ending violence against women and gender responsive budgeting and planning. Key strategies for the implementation of the programme include capacity building, advocacy, gender mainstreaming, evidence, information and data collection and the use of media to highlight and inform the general population of Sudan.

The development of the programme was guided by key principles and frameworks; at the national level, the results have been guided by Sudan’s development priorities as stated in the current IPRSP pillars 1 and 2; the Sudan National Strategic Plan goal 1 on sustaining peace, goal 3 on poverty and MDGs and goal 5 on good governance; sectoral priorities in the National Policy for Women Empowerment and Gender Equality, on goal 3 on women’s economic empowerment, on goal 4 on women’s human rights and rule of law, goal 5 on political participation and decision making, goal 6 on peace building and conflict resolution and ongoing reforms by the Government of Sudan after the end of the CPA. Results have also been identified based on the UN Development Assistance Framework (UNDAF) outcomes 1, 2, 3, and 4 as well as lessons learnt from implementing the 2008-2011 CP. 

Under the direct supervision of the UN Women Deputy Representative, the Operations Manager serves as a member of the senior management team, with oversight responsibilities for all aspects of Country Office (CO) operations, This includes strategic financial and human resources management, efficient procurement and logistical services, security management, ICT and common services consistent with UN Women rules and regulations. The Operations Manager additionally serves as a key advisor to the UN Women Representative on matters of organizational integrity with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

The Operations Manager leads and guides the Country Office Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager works in close collaboration with programme teams in the CO, providing close guidance to programme staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of rules and procedures governing programme finances, donor reporting, and personnel. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Sub-regional Office and HQ staff and Government officials to successfully deliver operations services. The main role is to lead the operations team, ensuring the smooth functioning of all support services in the CO/MCO and to the Country Programme, and consistent service delivery including constant evaluation and readjustment of the operations services to take into account changes in the operating environment as and when needed.


Duties and Responsibilities

Summary of Key Functions:
  • Lead and guide the Operations Team in the provision of results-oriented support services to the CO and Country Programme.
  • Ensure oversight, quality assurance, and compliance with corporate guiding principles, rules, policies, and strategies in the area of Operations.
  • Manage budgetary planning, monitoring and financial administration.
  • Ensure the provision of the full range HRM services (.eg recruitment, contract administration, staff development, etc) to the CO.
  • Provide efficient procurement and logistical services and supervision through the Procurement team.
  • Information and communication management and supervision of ICT team.
  • Common Services organization and management, establishment of partnerships with other UN Agencies.
  • Focal Point for security issues, and ensures security plans and related infrastructure is in place. 
Description of Functions:

Lead and guide the Operations Team in the provision of results-oriented support services to the CO and Country Programme.

  • Consult within Office and with all Operations staff to develop an annual work plan for the Operations Team.
  • In collaboration with the Operations team review the quality and timeliness of services provided by reference to corporate standards and by reference to standards/indicators established within the Office or Operations Unit.
  • Plan and monitor staff leave and absences such that there is minimal disruption to Operations services.
  • Carry out objective performance monitoring of the work of the Team, and ensure performance monitoring and evaluation of each individual staff member within it.
Ensure oversight, quality assurance, and compliance with corporate guiding principles, rules, policies, and strategies in the area of Operations.
  • Ensure compliance of operations with UN/UN Women rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
  • Carry out CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
  • Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
  • Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to relevant knowledge networks and communities of practice.
  • Participation in Operations Management Team for effectiveness, efficiency, coherence and impact of UN operational activities.
  • Serve as a member of the senior management team. Provide advice and support to the UN Women Representative on operational issues.
  • Work closely with Regional Office and HQ on follow-up to audit recommendations and observations.

Manage budgetary planning, monitoring and financial administration:

  • Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UN Women rules and regulations.
  • Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UN Women is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation.
  • Performance of Manager Level 2 role in ATLAS for voucher and PO approvals,
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UN Women staff at Regional Office/HQ of the results of the investigation when satisfactory answers are not obtained.
  • Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
  • Full compliance with UN Women rules, regulations and policies of financiEnal activities, financial recording/reporting system and follow up on audit recommendations, implementation of effective internal controls, proper functioning of a client oriented financial resources management system.
  • Finance business processes mapping and elaboration /establishment of internal Standard Operating Procedures in Finance, control of workflows in the Finance unit.
  • Continuous analysis and monitoring of financial situation, presentation of forecasts for development and management projects.
  • Organization and oversight of CO cash management processes, including liquidity management, recommendation of impress level, risk assessment, timely accounting and reconciliation of all transactions, security for cash assets on site.

Ensure the provision of the full range HRM services (eg recruitment, contract administration, staff development, etc) to the CO/MCO.

  • Oversight of recruitment processes in accordance with UN Women rules and regulations.
  • Contract management including appropriate use of different contractual modalities, and effective timely contract management. Ensure timely recruitment by good human resource planning and a proactive approach to ensuring the Office is fully staffed at all times.
  • Establishment, maintenance and implementation of the proper performance management.
  • Help implement the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.
  • Ensure proper administration of staff benefits and entitlements and ensure staff is advised on request on entitlements.
  • Engage fully in change management when adapting organizational structure and staffing to new programme realities.
  • Ensure CO compliance with corporate human resources policies and strategies.

Provide efficient procurement and logistical services and supervision through the Procurement team:

  • CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
  • Elaboration of the CO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UN Women rules and regulations, OM acting as Manager Level 2 in ATLAS for Purchase orders approvals.
  • Proper management of UN Women assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets.

Information and communication management and supervision of ICT team:

  • Use of ATLAS functionality for improved business results and improved client services .
  • Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
  • Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
  • Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.

Common Services organization and management, establishment of partnerships with other UN Agencies:

  • Ensure integrated activities on common services within the context of the UN reform.
  • Implementation of common services in line with the latest developments in common services and best practices.
  • Establishment of collaborate arrangements with potential partners, a Client relationship Management system for appropriate operational partnership arrangements.

Focal Point for security issues, and ensures security plans and related infrastructure is in place:

  • Acts as the UN Women Security Focal Point, ensuring effective functioning of systems, including those to ensure the safety and security of UN Women staff in accordance with UN rules and regulations. Briefs UN Women Representative and Deputy Representative and staff on security matters and disseminate relevant information as advised by UNDSS.
  • Full compliance of MOSS and MORSS procedures on security of staff and office premises.
  • Liaises with HQ-based Security Adviser or his/her designated staff member on all security matters.
  • Ensures that personnel request appropriate security clearance for travel.
  • Ensures that CO personnel and UN Women visitors are briefed on security
Impact of Results:

The key results have an impact on the overall effectiveness of the Country Programme implementation and on the, efficiency and effectiveness of the use of corporate resources, human, financial and material. The key results also impact on ensuring the safety of staff and of the material assets of UN Women


Competencies

Core values and Guiding principles:
  • Integrity:   Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
  • Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
  • Cultural sensitivity and valuing diversity:   Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from
Core Competencies:
  • Ethics and Values: Demonstrate and safeguard ethics and integrity
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment
  • Development and Innovation: Take charge of self-development and take initiative
  • Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
  • Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication.
  • Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
  • Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
  • Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge.
  • Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making
Functional Competencies:
  • Ability to lead strategic planning, results-based management and reporting.
  • Ability to lead formulation and monitoring of management projects.
  • Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change.
  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback.
  • Models and promotes transparency, honesty and openness. 
  • Leads teams effectively, demonstrating emotional intelligence and good judgment.
  • Good mentoring as well as conflict resolution skills. 
  • Demonstrates understanding of client’s perspective.
  • Demonstrate a respect for confidentiality when dealing with individual staff member issues .


Required Skills and Experience

Education:
  • Master’s degree or equivalent in Business Administration, Public Administration, Finance, Economics, or related field.

Experience:

  • Minimum of 5 years of relevant experience at the national or international level in managing staff and operational systems.
  • Experience in working in a computer environment using multiple office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft.
  • Experience of accrual accounting, IPSAS or IFRS is highly desirable .

Language:

  • Fluency written and spoken English.
  • Working knowledge of Arabic would be an added advantage.
  • Knowledge of the other UN working knowledge is an asset.

Important Notice:

  • Please be advised that Juba has been classified as a NON-FAMILY duty station and should be taken into consideration before applying for this position.
  • UN Women P11s and CVS of qualified candidates from this vacancy will be kept in a recruitment roster for similar positions located in other duty stations.
  • All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.
  • Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

UN Women Background:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.


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