Jobs - 61728- Operations Manager

Operations Manager

Location :

Guatemala, GUATEMALA

Type of Contract :

FTA Local

Starting Date :

01-Feb-2016

Application Deadline :

30-Nov-15 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

One year, with extension possibility

Languages Required :

English Spanish

Expected Duration of Assignment :

One year, with extension possibility

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Organizational location

The Operations Manager is located in country offices. Under the direct supervision of the Representative, the Operations Manager (OM) provides leadership and advice to the Country Office (CO) on all aspects of office management and operations. The OM supervises CO staff as assigned by the Representative.

Job purpose

The OM ensures a smooth functioning, well-managed and results-oriented CO and facilitates programme implementation and delivery by providing for the operational needs of programmes and projects managed at the CO. The OM will ensure the CO is strengthened and supported in its operations, needs and queries by ensuring administrative management policies, regulations, rules and procedures are compatible with CO needs.

Work relations

The OM supervises adminsitrative staff at the CO. Internal contacts include the Representative, Assistant Representative, the CO´s programme technical team.

The OM actively participates in local inter-agency coordination to ensure UNFPA´s needs in common systems and service issues are met. External partners include other UN agencies, the UN Country Team, vendors, and other non-UN partners that are essential to the work of the Operations Office.

Duties and Responsibilities

Ensure a smooth functioning, well-managed and results-oriented country office

Serving as a member of the Country Management Team, and providing operational support to the Representative;
Overseeing operational and staffing requirements for the country office and its component projects by participating in review meetings and assessing the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
Analyzing operational aspects of project inputs under both UNFPA and partners´execution in terms of personnel, equipment, subcontracts, procurement, training, etc.
Supervising and monitoring implementation of corporate, financial, procurement and HR policies and systems, and ensuring adequate training of staff and project personnel on these issues. Ensuring a continuous and up-to-date flow of information between the CO and the RO/SRO and HQ;
Ensuring strategic and efficient management of office and programme financial resources while exercising proper financial controls and adherence to corporate financial policies, rules and regulations. Reporting both locally and to Headquarter (HQ) in a timely manner on established structures. Seeking advice from HQ when deviation from rules and regulations may be necessary and propose alternative solutions to meet programme and office objectives.
Maintaining optimal staffing of office and projects through timely provision and training of human resources (HR) applying HR tools and mechanisms and advising on appropriate contractual modalities. Monitoring implementation by service providers of entitlements (salaries and benefits);
Maintining oversight of the timely provisions of goods and services for the CO and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluating cost effectiveness and managing the negotiations in connection with eventual agreements;
Managing CO assets and liabilities and ensuring proper inventory control;
Participating actively in inter-agency meetings and working groups to ensure UNFPA interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security, etc.;
Supervising administrative staff at the CO and ensuring established procedures are being followed;
Reviewing and taking corrective action as appropriate on audit findings;
Establishing and maintaining a harmonious working environment; seeking to strengthen team-building by encouraging active participation and interaction at all levels; fostering staff development and empowerment.

Competencies

Values:

Exemplifying integrity;
Demonstrating commitment to UNFPA and the UN system;
Embracing cultural diversity;
Embracing change.

Core Competencies:

Achieving results;
Being accountable;
Developing and applying professional expertise/business acumen;
Thinking analytically and strategically;
Working in teams/managing ourselves and our relationships;
Communicating for impact.

Managerical Competencies:

Providing strategic focus;
Engaging in internal/external partners and stakeholders;
Leading, developing and empowering people, creating a culture of performance;
Making decisions and exercising judgment.

Required functional skillset:

Facilitating quality programmatic results;
Managing the organization´s financial resources;
Ensuring compliance with ICT standards and applications;
Ensuring complicance with Organization´s Policies and procedures;
Provide procurement services;
Ensure facilities and assets management;
Align human resources management with the organizations strategic directions;
Attract and develop the regional/country workforce.

Other desirable skills:

Iniciative; strong conceptual abilities; sound judgment; strong interest in development work, especially the mission of UNFPA; and dedication to the principles of the United Nations.

Required Skills and Experience

Education:

Advanced degree in business administration, public administration, finance, human resources, information technology or a related field.

Knowledge and experience:

Two years of progressively responsible professional experience in administration, finance or office management;
Thorough knowledge of the UN Staff Rules and Regulations, HR management policies, financial rules and regulations and procurement;
Demonstrated strong analytical and leadership skills;
Demonstrated strong verbal and written communication skills;
Proficiency in current office software applications and corporate IT systems.

Languages:

Fluency in Spanish;
Working knowledge in English language is required.

Process to apply:

Press “Apply Now”
Complete the requested information in each blank
When you finish, press “Submit Application”
The system will open other page to attach a file. In “Attach CV”, you should attach your P11 Form (available in http://www.gt.undp.org/content/guatemala/es/home/operations/jobs/ That form should be completed and signed.

Important:

You should attach your P11 form. Do not attach your CV;
If the P11 form is incomplete and/or not signed, your application could not be considered and processed.