UN WOMEN Jobs - 66022- Operations Officer

Operations Officer

Advertised on behalf of

UN WOMEN

Location :

Bogotá, COLOMBIA

Type of Contract :

FTA Local

Starting Date :

01-Jun-2016

Application Deadline :

12-May-16 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

1 year

Languages Required :

English Spanish

Expected Duration of Assignment :

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

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.

The Operations Officer serves as a member of the senior management team, with oversight responsibilities for all aspects of the Country Office/ CO operations. This includes strategic financial and human resources management, efficient procurement and logistical services, security management, ICT and common services consistent with UN Women rules and regulations. The Operations Officer additionally serves as a key advisor to the UN Women Chief, Country Office/ Country Representative on matters of organizational integrity with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

Under the direct supervision of the UN Women Representative/Deputy Country Director, the Operations Officer leads and guides the Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Officer works in close collaboration with programme teams in the Office, providing close guidance to programme staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of rules and procedures governing programme finances, donor reporting, and personnel. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office and HQ staff and Government officials to successfully deliver operations services.

Duties and Responsibilities

1. Manage the operations in the Country Office in accordance with UN Women rules and regulations and policies and strategies

Serve as a member of the Senior Management team and provide professional expertise and technical support to the Country Representative on operational issues;
Draft the annual workplan for the Operations Team and oversee its implementation and monitoring;
Participate in review meetings and provide technical support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
Provide professional expertise and technical support to business process mapping and the establishment of internal standard operating procedures in all areas of the Operations Team’s functions;
Provide substantive input to the development/implementation of corporate, budget, financial, procurement, and HR policies and systems and provide training to staff and project personnel on these issues;
Ensure a continuous and up-to-date flow of information between the Country Office and HQ.

2. Oversee the planning, expenditure tracking and auditing of financial resources in accordance with UN Women rules and regulations and policies and strategies

Provide professional expertise and technical support to the management of office and programme financial resources while exercising proper financial controls;
Report both locally and to HQ in a timely manner on established structures; seek advice from RO when deviation from rules and regulations may be necessary and propose alternative solutions;
Review and take corrective action as appropriate on audit findings;
Perform Manager Level 1 role in ATLAS for voucher and PO approvals.

3. Contribute technically to the provision of Human Resources services in accordance with UN Women rules and regulations and corporate policies and strategies

Provide professional expertise and technical support to recruitment processes and contract management; liaise with the HQ as necessary;

4. Oversee procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies

Manage the provision of goods and services for the Country Office and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements;
Provide professional recommendations to the preparation of procurement plans;
Ensure proper inventory control of assets and liabilities.

5. Oversee information and communications management in accordance with UN Women rules and regulations and corporate policies and strategies

Make professional recommendations and introduce new ICT systems which affect the productivity of the overall office staff performance.

6. Serve as the focal point for security issues and ensure safety and security of staff in accordance with UN Women rules and regulations and corporate policies and strategies

Brief supervisor and staff on security matters and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;
Ensure full compliance with MOSS and MORSS procedures on security of staff and office premises;
Provide professional recommendations to the Business Continuity Plan for the Country Office.

7. Participate in inter-agency activities

Participate in inter-agency meetings and working groups to ensure UN Women’s 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.

8. Contribute to knowledge sharing

Ensure knowledge is shared and adequately applied between the Country Office and other COs/MCOs in the region.

Key Performance Indicators

The key results have an impact on the overall effectiveness of the Country Programme implementation and on the efficiency and effectiveness of the use of corporate resources, human, financial and material and the safety of staff and assets of UN Women. The key results also impact on the image of the organization and its ability to deliver on its mandate.

All services are provided in compliance with UN Women rules, regulations and policies
Finances are properly identified and in a timely manner
Timely recruitment
Timely and accurate implementation of procurement contracts
Office has a reliable ICT infrastructure environment
Safety and security systems

Competencies

Core values;

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.
Respect for 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 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 a respect for confidentiality when dealing with individual staff members issues;
Strong IT skills;
Good organizational skills

Required Skills and Experience

Education and certification:

Advanced university degree in Business Administration, Public Administration, Finance, HR, or related field.

Experience:

Minimum of 2 years of relevant experience at the national or international level in managing staff and operational systems.
Experience leading a team is an asset
Experience in working in a computer environment using multiple 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.
Professional background in programming/ projects management is desirable.

Language Requirements:

Proficiency in written and spoken English and Spanish is required.
Working knowledge of another official UN language is an asset.

Important:

Only on-line applications which contain a signed UNDP P11 form will be considered. You can find P-11 form at http://sas.undp.org/Documents/P11_Personal_history_form-es.docx
Only nationals from Colombia are elegible to apply.
UN/UN Women internal candidates may be applying for this position.
We strongly encourage qualified women to apply.