Historique

Under the guidance of UN Women Country Representative, the Operations Manager acts as an advisor to the senior management on all aspects of Country Office (CO) management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UN Women/ UNDP rules and regulations. The main role is to lead the operations, putting in place effective operations systems, ensuring smooth functioning of the CO/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.

Devoirs et responsabilités

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
• Effective implementation of security management systems
• Support to Programme Management, Monitoring and Oversight

Ensuring strategic direction of operations

• Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets 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;
• 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 UN Women knowledge networks and communities of practice.

• Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP and 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 Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations;
• Organization and oversight of CO cash management processes, 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;
• 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 SARO of the results of the investigation when satisfactory answers are not obtained;
• Transaction and stop payment approval on internet banking system;
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

• CO compliance with corporate human resources policies and strategies;
• Optimal staffing of the office and projects;
• Oversight of recruitment processes in accordance with UNDP and UN Women rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
• 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 supervision of 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 UNDP and 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.

• 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.

• Manage day-today security related matters under the guidance of UN Women Security Advisor and in alignment with local UN Security arrangements;
• Monitor regular updating of lists of personnel and their recognized dependents.
• With the assistance of Department of Safety and Security (DSS), maintain and update the country-specific security plan;
• Ensure that all mandatory reports are provided in a timely manner;
• Report all security related incidents involving UN personnel and their recognized dependents to DSS and UN Women’s Security Advisor;
• Assist the Designated Official and Security Management Team in the development and implementation of minimum operating security standards;
• Maintain a close technical line of communication with UN Women’s global Security Advisor;
• Develop and maintain Business Continuity Plan for the office.

Compétences

• 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.

• 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.

• 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;
• Ability to build strong relationships with clients, focusing on impact and result for the client and responding positively to feedback;
• Model and promote transparency, honesty and openness;
• Lead teams effectively, demonstrating emotional intelligence and good judgment. Good mentoring as well as conflict resolution skills;
• Demonstrate understanding of client’s perspective.

Qualifications et expériences requises

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

• 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 and ERP systems, preferably PeopleSoft;
• Experience of accrual accounting, IPSAS or IFRS is highly desirable.

• Fluency in written and spoken English. Knowledge of Portuguese (and/or Spanish) will be an asset.

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.