UN Women: Operations Specialist


Location : Port-au-Prince, HAITI
Application Deadline :27-Sep-12 (Midnight New York, USA)
Type of Contract :TA International
Post Level :P-3
Languages Required :
Duration of Initial Contract :4 months

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. Placing women's rights at the centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors.

Over the past four years, the UN Women Haiti Country Office (CO) has been rapidly evolving. This has translated into a significant increase in the range of programmes currently being implemented in support of national partners working on gender equality and women’s empowerment. Toward this end, and under the overall responsibility on UN Women’s Regional Programme Director and the direct supervision and guidance of the UN Women Representative in Haiti, the UN Women Haiti CO will be engaging an Operations Specialist to act as an advisor to Senior Management on all aspects CO management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UN/UN Women rules and regulations. The main role is to lead operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent service delivery and constant evaluation and readjustment of operations to take into account changes in the operating environment as and when needed.

The Operations Specialist will provide support to operational excellence and efficiency in order to meet delivery targets for 2012 as part of the CO management team.


Duties and Responsibilities

Summary of Key Functions:
  • Financial resources management
  • Human resources management and oversight of the HR processes
  • Efficient procurement and logistical services and oversight procurement processes
  • Information and communication management and oversight of ICT staff
  • Common services organization and management, establishment of partnerships with other UN Agencies
  • Focal Point for security issues
Financial resources management
  • Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UN Women rules and regulations.
  • Performance of Manager Level 1 role in Atlas for voucher and treasury transaction approval.
  • Organization and oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, timely accounting and reconciliation of all transactions, security for cash assets on site.
  • 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 HQ of the results of the investigation when satisfactory answers are not obtained.

Human resources management and oversight of the HR processes

  • CO compliance with corporate human resources policies and strategies.
  • Optimal staffing of the office and projects.
  • Oversight of recruitment processes in accordance with UN Women rules and regulations, appropriate use of different contractual modalities, contracts management.
  • Establishment and maintenance of the proper performance management and staff development systems. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.
Efficient procurement and logistical services and oversight procurement processes
  • 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 1 in Atlas for Purchase orders approvals.
  • Proper management of UN Women assets, facilities and logistical services.

Information and communication management and oversight of ICT staff

  • 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.
Focal Point for security issues
  • Acts as security focal point or back up security focal point
  • Familiarizes with local UN/UNDP security plans
  • Supports senior management in meeting MOSS compliance requirements   
  • 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 
Overall operations management, UN Common services organization and management, and establishment of partnerships with other UN Agencies
  • Ensure integrated activities on common services and implementation of the UN reform.
  • 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 operations, advice on legal considerations and risk assessment.
  • Knowledge building and sharing with regards to management and operations in the CO, organization of operations staff training, synthesis of lessons learnt/best practices, and sound contribution to UN knowledge networks and communities of practice.
  • Full 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.
  • Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements.


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 cultural diversity.

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
  • Consistently approaches work with energy and a positive, constructive attitude


Required Skills and Experience

Education:
  • Master's Degree or equivalent in Business Administration, Public Administration, Finance, Economics
Experience:
  • At least 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.
  • Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration
Language Requirements:
  • Fluency in English and French required.
Note:

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.

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.


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.


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