Operations Manager

Advertised on behalf of :

Location : Hanoi, VIET NAM
Application Deadline :10-Oct-12 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :NO-C
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :12 months

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.


The 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 center 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.
UN Women is an active member of the One UN Country Team in Viet Nam and co-chairs the Gender Programme Coordination Group. The UN Country Team in Viet Nam Is strongly committed to harmonization, increasing effectiveness and coherence, and achieving a more sustainable impact of UN support to the development challenges currently facing Viet Nam. The One UN Initiative, which has led to the development of the One Plan 2012-2016, is an expression of this common goal, enabling the UN to implement the core goals of the Hanoi Core Statement on Aid Effectiveness.
Under the guidance of UN Women Deputy Representative, the Operations Manager acts as an advisor on all aspects of Country Office management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UN Women rules and regulations, and wherever possible In harmonization with other UN agencies in Viet Nam. The main role is to lead the operations, ensuring smooth functioning of the Country Office/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 Country Office Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies through the Operations Management Team and other taskforces with a client-oriented approach. The Operations Manager works in close collaboration with programme and project teams in the Regional Office, operations staff in other UN Agencies, UN Women HQs staff and Government officials to successfully deliver operations services. 

Duties and Responsibilities

Summary of Key Functions:

  • Ensuring strategic direction of operations
  • Financial resources management and supervision of the Finance team
  • Human Resources Management and supervision of the HR team
  • Efficient procurement and logistical services and supervision of the Procurement team
  • Information and communication management and supervision of ICT team
  • Common services organization and management, establishment of partnerships with other UN Agencies and active participation in OMT

1. As a member of the Country Office (CO) management team, ensures the strategic direction of operations focusing on achievement of the following results:

  • Full compliance of operations with UN Women rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results-
  • Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements within the UNCT and externally.
  • Country Office business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services, in a harmonized approach with other UN agencies where possible.
  • 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 Country Office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice.

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

  • Proper planning, expenditure tracking and audit of financial resources, including extra- budgetary income in accordance with UN Women rules and regulations.
  • Performance of Approval Manager level II role in Atlas for voucher
  • 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 RO and HQ of the results of the investigation when satisfactory answers are not obtained.

3. Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:

  • Country Office compliance with corporate human resources policies and strategies.
  • Provide advice and support to the UN Women Representative and Deputy Representative and guidance to staff on the interpretation and application of Staff Regulations, Rules and associated policies, instructions and guidelines 
    a Maintain close contact with UNDP Offices in the Country to ensure coordination on HR administration of staff as well other matters of concern as well as collaborate with HR staff at HQ
  • Optima! staffing of the office and projects.
  • Overeight of recruitment processes in accordance with UN Women rules and regulations and guidelines, appropriate use of different contractual modalities, contracts management,
  • Establishment and maintenance of the proper performance management and staff development systems. Ensuring access of the staff to role appropriate learning activities.

4. Ensures provision of efficient procurement and logistical services and supervision of the Procurement team focusing on achievement of the following results:

  • Country Office compliance with corporate rules and regulations in the field and elaboration of the country procurement strategies Including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e- procurement promotion and introduction, performance measurement.
  • Elaboration of the country contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with applicable 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.

5. Ensures forward-looking Information and communication management and supervision of ICT team focusing on achievement of the following results:

  • 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.

6. Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

  • Active involvement in the Operations Management Team of the UNCT Viet Nam and its associated working groups
  • Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and Implementation of the UN reform.
  • Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
  • Proper planning and tracking of common services budget and of Agencies contributions to the common services account    

Impact of results

The key results have an impact on the overall economy, efficiency, and effectiveness of Country operations as it relates to the use of corporate resources in the following areas:
• Financial services
• Human Resources
• Procurement and logistical services
• Common Services and the implementation of the UN agenda on common services


Corporate Competencies:

  • Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in tine with the UN Code of Conduct.
  • Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff.
  • Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
  • Promotes the vision, mission, and strategic goals of UN Women
  • Treats all people fairly without favoritism

Functional competencies:

Knowledge Management and Learning

  • Promotes knowledge management in UN Women 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

UNDP Certification programmes Prince 2, Procurement, HR, Accounting and Finance

Required Skills and Experience


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


  • 5  years of relevant experience in 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 the UN and national languague of the duty station

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