Background

Under the guidance of The Regional Programme Director (RPD), the Operations Manager acts as an advisor to Senior Management on all aspects of The Sub Regional Office (SRO –Mexico, CA, Cuba & DR) management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNIFEM/UNDP rules and regulations. The main role is to lead operations, ensuring smooth functioning of the SRO/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Operations Manager leads and guides the SRO Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies with a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the SRO, operations staff in other UN Agencies, UNIFEM HQs staff and Government officials to successfully deliver operations services.

Duties and Responsibilities

Ensures strategic direction of operations  

  • Financial resources management and supervision of the Finance team
  • Human Resources Management and supervision of the HR processes
  • Efficient procurement and logistical services and supervision of the Procurement processes
  • Information and communication management and supervision of ICT unit

Ensures the strategic direction of operations focusing on achievement of the following results: 

  • Compliance with operations of UNIFEM/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring achievement of results.
  • Provision of advice on strategies, policies and plans affecting UNIFEM operations, delivery of practice advisory, knowledge and learning services.
  • Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements.
  • UNIFEM business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical and ICT services, Results Management.
  • Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.
  • Knowledge building and sharing with regards to management and operations in UNIFEM projects, organization of the staff training, synthesis of lessons learnt/best practices, and sound contributions to UNIFEM/UNDP knowledge networks and communities of practice.

Ensures effective and accurate financial resources management and supervision of the Finance team, focusing on achievement of the following results:

  • Proper planning, expenditures tracking and audit of financial resources in accordance with UNIFEM/UNDP rules and regulations.
  • Organization and oversight of UNIFEM cash management process, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site.
  • Member of the bank signatory panel.
  • Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions.  Informs supervisor of results of the investigation when satisfactory answers are not obtained.
  • Ensures strategic human resources management and supervision of HR processes focusing on achievement of the following results:
  • UNIFEM compliance with corporate human resources policies and strategies
  • Optimal staffing of the SRO and the region
  • Oversight of recruitment process and performance management systems, ensuring link of job design with recruitment, performance management and career development

Ensures efficient procurement and logistical services management, and supervision of the procurement processes focusing on achievement of the following results:

  • UNIFEM compliance with corporate rules and regulations in the field and management of procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and induction, performance measurement.
  • Management of UNIFEM contract strategy, including tendering processes and evaluation, managing the contract and contractor, legal implications.  Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations.
  • Proper management of UNIFEM assets, facilities and logistical services.
  • Ensures forward-looking information and communication management and supervision of ICT processes on achievement of the following results:
  • Maintains a secure, reliable infrastructure environment for ICT, and adequately plans for IT disasters and recoveries
  • Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability
  • Promotion of different systems and application for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system

Competencies

Corporate Competencies:

  • Promotes the vision, mission, and strategic goals of UNIFEM/UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism
  • Demonstrates integrity by modeling the UN's values and ethical standards

Functional Competencies:  

Knowledge Management and Learning

  • Promotes knowledge management in UNIFEM and a learning environment in the office through leadership and personal example
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
  • Development and Operational Effectiveness
  • Ability to lead strategic planning, results-based management and reporting
  • Ability to lead formulation and monitoring of management projects
  • Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration
  • Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change

Management and Leadership

  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates good oral and written communication skills
  • Demonstrates openness to change and ability to manage complexities
  • Leads teams effectively and shows mentoring as well as conflict resolution skills
  • Demonstrates strong oral and written communication skills, in both English & Spanish
  • UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance

Required Skills and Experience

Education:

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

Experience:

  • 5 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments. Experience in the usage of computers and office software packages, experience in handling of web based management systems.

Language Requirements:

  • Fluency in written and spoken English and Spanish is essential
  • Only nationals of Mexico are eligible to apply for this position

Please complete Personal History form (P.11) available from www.undp.org.mx