UN WOMEN Jobs - 76801- Operations Analyst

Operations Analyst

Advertised on behalf of

UN WOMEN

Location :

Ankara, TURKEY

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

31-Jan-18 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

Languages Required :

English

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

UN Women in Turkey is working to strengthen refugee women and girls and their access to opportunities, rights and services, as required by international treaties and national legislation. “Strengthening the Resilience of Syrian Women and Girls and Host Communities in Iraq, Jordan and Turkey” is an integrated programme that targets both displaced Syrian women and girls and host-country nationals across Iraq, Jordan and Turkey. The programme works through a multi-dimensional strategy that will: i) enable women’s empowerment through addressing issues of economic vulnerability and violence by increased access to recovery and livelihood opportunities, paired with comprehensive protection services and support to national justice structures to promote accountability for violence against women, and ii) promote a culture of peace and co-existence through supporting women to lead and engage in peacebuilding, reconciliation and conflict prevention. Bearing in mind the importance of involving men in work on gender equality and women’s empowerment, the programme will engage men as partners, champions and advocates for women’s increased empowerment, including their engagement in the labour market.

Under the supervision of the Head of Office the Operations Analyst will support the Country Programme Manager in theday-today operational implementation and management of the office programme activities.

The Operations Analyst has oversight responsibilities for all aspects of the operations of the Turkey Office. 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 Analyst additionally serves as an advisor to the UN Women Country Manager 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.

The Operations Analyst leads and guides the Turkey Office Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Analyst works in close collaboration with programme teams in the Turkey 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 ECA RO and HQ staff and Government officials to successfully deliver operations services.

Duties and Responsibilities

1. Coordinate the operations in the Office in accordance with UN Women rules and regulations and policies and strategies · Provide professional expertise and technical support to the Head of Office on operational issues · Draft the annual workplan for the Operations Team and oversee its implementation and monitoring; · Participate in review meetings and assess the managerial and operational capacities of implementing partners in collaboration with the programme and technical team; · Guide and implement business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions; · Implement corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues; · Ensure a continuous and up-to-date flow of information between the Office and RO and HQ; · Oversee all operations activities, including finance, human resources, procurement, transport, IT, security, administration and ensure they follow UN Women rules, regulations, policies and procedures; · Supervise staff in Operations Team: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching. 2. Coordinate the planning, expenditure tracking and auditing of financial resources in accordance with UN women rules and regulations and policies and strategies · Fff Provide professional expertise and technical support to the management of office and programme financial resources;Exercise proper financial controls; · Report locally and to HQ on established structures; seek advice from RO when deviations may be necessary; · Review and take corrective action as appropriate on audit findings; · Perform Manager Level 2 role in ATLAS for voucher and Purchase Order (PO) approvals; · Ensure the Office compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities. 3. Oversee Human Resources services to the Office · Oversee recruitment processes; liaise with the RO/HQ and service providers as necessary; · Oversee contracts; advise on appropriate contract modalities. 4. Oversee procurement processes · Manage the provision of goods and services for the 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; · Prepare procurement plans in the Office · Participate/chair in local Procurement Review Committees (PRC); · Manage Office assets and liabilities and ensure proper inventory control. 5. Oversee information and communications technology (ICT) management · Oversee the implementation of ICT systems; · Ensure staff have access to ATLAS functionality for improved business results and improved client services; · Manage maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. 6. Serve as the focal point for security issues and ensure safety and security of staff · 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; · Ensure that personnel request appropriate security clearance for travel; · Liaise with HQ-based Security Advisor or his/her designated staff member on all security matters; · Draft and maintain Business Continuity Plan. 7. Participate in inter-agency activities • Represent UN Women in inter-agency meetings and working groups on operations issues 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; • Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration. 8. Contribute to knowledge sharing between the Office and the RO Ensure knowledge is shared and adequately applied between the Office and RO in the region. Key Performance Indicators: • All services are provided in compliance with UN Women rules, regulations and policies • Finances are properly identified and in a timely manner • Timely recruitment and a proactive approach which ensures the Offices are fully staffed at all times • Timely and accurate implementation of procurement contracts • Office has a reliable ICT infrastructure environment • Safety and security systems are functioning effectively • Performance of Staff
Competencies :
Core Values: · Respect for Diversity · Integrity · Professionalism Core Competencies: · Awareness and Sensitivity Regarding Gender Issues · Accountability · Creative Problem Solving · Effective Communication · Inclusive Collaboration · Stakeholder Engagement · Leading by Example Functional Competencies · Strong knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system is an asset; · Ability to provide advice and support; · Ability to lead formulation and monitoring of management projects; · Ability to handle confidential information · Good negotiating skills · Strong IT skills.

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

· Provide professional expertise and technical support to the Head of Office on operational issues

· Draft the annual workplan for the Operations Team and oversee its implementation and monitoring;

· Participate in review meetings and assess the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;

· Guide and implement business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions;

· Implement corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues;

· Ensure a continuous and up-to-date flow of information between the Office and RO and HQ;

· Oversee all operations activities, including finance, human resources, procurement, transport, IT, security, administration and ensure they follow UN Women rules, regulations, policies and procedures;

· Supervise staff in Operations Team: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.

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

· Fff Provide professional expertise and technical support to the management of office and programme financial resources;Exercise proper financial controls;

· Report locally and to HQ on established structures; seek advice from RO when deviations may be necessary;

· Review and take corrective action as appropriate on audit findings;

· Perform Manager Level 2 role in ATLAS for voucher and Purchase Order (PO) approvals;

· Ensure the Office compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities.

3. Oversee Human Resources services to the Office

· Oversee recruitment processes; liaise with the RO/HQ and service providers as necessary;

· Oversee contracts; advise on appropriate contract modalities.

4. Oversee procurement processes

· Manage the provision of goods and services for the 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;

· Prepare procurement plans in the Office

· Participate/chair in local Procurement Review Committees (PRC);

· Manage Office assets and liabilities and ensure proper inventory control.

5. Oversee information and communications technology (ICT) management

· Oversee the implementation of ICT systems;

· Ensure staff have access to ATLAS functionality for improved business results and improved client services;

· Manage maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.

6. Serve as the focal point for security issues and ensure safety and security of staff

· 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;

· Ensure that personnel request appropriate security clearance for travel;

· Liaise with HQ-based Security Advisor or his/her designated staff member on all security matters;

· Draft and maintain Business Continuity Plan.

7. Participate in inter-agency activities

• Represent UN Women in inter-agency meetings and working groups on operations issues 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;

• Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration.

8. Contribute to knowledge sharing between the Office and the RO

Ensure knowledge is shared and adequately applied between the Office and RO in the region.

Key Performance Indicators:

• All services are provided in compliance with UN Women rules, regulations and policies

• Finances are properly identified and in a timely manner

• Timely recruitment and a proactive approach which ensures the Offices are fully staffed at all times

• Timely and accurate implementation of procurement contracts

• Office has a reliable ICT infrastructure environment

• Safety and security systems are functioning effectively

• Performance of Staff

Competencies :

Core Values:

· Respect for Diversity

· Integrity

· Professionalism

Core Competencies:

· Awareness and Sensitivity Regarding Gender Issues

· Accountability

· Creative Problem Solving

· Effective Communication

· Inclusive Collaboration

· Stakeholder Engagement

· Leading by Example

Functional Competencies

· Strong knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system is an asset;

· Ability to provide advice and support;

· Ability to lead formulation and monitoring of management projects;

· Ability to handle confidential information

· Good negotiating skills

· Strong IT skills.

Competencies

Core Values:

· Respect for Diversity

· Integrity

· Professionalism

Core Competencies:

· Awareness and Sensitivity Regarding Gender Issues

· Accountability

· Creative Problem Solving

· Effective Communication

· Inclusive Collaboration

· Stakeholder Engagement

· Leading by Example

Functional Competencies

· Strong knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system is an asset;

· Ability to provide advice and support;

· Ability to lead formulation and monitoring of management projects;

· Ability to handle confidential information

· Good negotiating skills

· Strong IT skills.

Required Skills and Experience

Education and certification:

· Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.

Experience:

· At least 2 years of progressively responsible experience at the national or international level, in office management, operations or finance;

· Experience in leading a team;

· 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:

· Fluency in English and Turkish are required

· Knowledge of the other UN official working language is an asset.