Career Opportunities at UNDP - 3 Positions

Job Description

Under the direct supervision of the UN Women Country Director, the Operations Manager serves as a member of the senior management team, with oversight responsibilities for all aspects of 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 Manager additionally serves as a key advisor to the UN Women Country Director 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 Manager leads and guides the CO Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager 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 Kenya office, UN Women Regional Office and HQ staff and Government officials to successfully deliver operations services.

 

Manage and oversee the operations within the Region:

• Serve as a member of the Senior Management team and provide advice and support to the Country Director and Deputy Country Director on operational issues;
• Oversee the work of Operation Teams in Country Office;
• Review the annual workplan for the Operations Team and oversee its implementation and monitoring;
• Participate in review meetings to assess the managerial and operational capacities of implementing partners;
• Determine optimal techniques and business processes; lead business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions in CO;
• Oversee and monitor implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues in CO;
• Ensure a continuous and up-to-date flow of information between the RO and HQ and CO;
• Oversee all operations activities, including finance, human resources, procurement, transport, administration and ensure they follow UN Women rules, regulations, policies and procedures;
• Manage staff in Operations Team: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.

Manage planning, expenditure tracking and auditing of financial resources:

• Ensure strategic and efficient management of office and programme financial resources;
• Exercise proper financial controls;
• Report at the country level and to RO and HQ on established structures; seek advice from RO and HQ when deviations may be necessary;
• Work closely with HQ, RO on audit processes, including preparation and follow up and take corrective action as appropriate on audit findings and recommendations;
• Monitor and manage core and extra-budgetary resource allocations;
• Perform Manager Level 3 role in ATLAS for voucher and PO approvals;
• Ensure CO compliance with Internal Control Framework, Delegation of Authority, and segregation of duties and responsibilities.

Oversee Human Resources services to the CO in close collaboration with HR Specialist at RO and HO:

• Oversee recruitment processes; liaise with RO and HQ as necessary;
• Oversee contract management; advise on appropriate contract modalities;
• Provide technical guidance and advise on HR matters as deemed required.

Oversee procurement processes:

• Manage the provision of goods and services for offices 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; oversee procurement in CO;
• Oversee the preparation of procurement plans in CO; participate in local Procurement Review Committees;
• Oversee CO assets and liabilities and ensure proper inventory control.

Oversee information and communications management:

• Oversee the implementation of ICT systems;
• Ensure staff have access to ATLAS functionality for improved business results and improved client services;
• Oversee maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.

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

• Manage day-to-day security related matters; update personnel and dependents lists; provide reports;
• Brief senior management 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;
• Liaise with HQ-and RO based Security Advisor, regional security specialist or his/her designated staff member on all security matters;
• Develop and maintain Business Continuity Plan for the CO.

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.

Lead Knowledge Sharing with RO and COs:

• Ensure knowledge is shared and adequately applied with RO and other COsin the region.

 

Core Values / 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:

• Excellent knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system;
• Ability to provide advice and develop solutions to varying problems;
• 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 lead a team;
• Ability to handle confidential information;
• Excellent organizational skills;
• Strong negotiation skills;
• Excellent IT skills.

Required Skills and Experience

• Master’s degree or Post Graduate qualification in Business Administration, Public Administration, Finance, HR, or related field is required.

Experience:

• At least 5 years of progressively responsible experience at the national or international level, in office management, operations or finance;
• Experience in leading a team;
• Experience coordinating with partners and stakeholders;
• 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.

Languages:

• Fluency in English is required;
• Knowledge of the other UN official working language is an asset

 

Provide executive support to the UN Women Regional Director:

• Manage the UN Women Regional Director’s calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the UN Women Regional Director;
• Maintain roster of RO contacts; update electronic mailing lists;
• Answer and screen calls for the Regional Director with tact and discretion;
• Manage administrative files on the Regional Director’s mission travel and mission reports;
• Research files, collect information and organize materials to meet the Regional Director’s requests.

Provide administrative support to the UN Women Regional Director:

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the Regional Director for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Regional Director on deadlines and commitments.

Provide effective communication and information management support to the Regional Office:

• Facilitate flow of information and communication between the UN Women Regional Director’s Office and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the UN Women Regional Director Office; take proactive follow-up action and keep the Regional Director informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
• Assist in the preparation and finalization of informal translations; act as interpreter as required.

Provide support to the Regional Director’s Office’s external relations activities:

• Facilitate the Regional Director’s interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
• Receive and greet high ranking officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

Contribute to knowledge building and knowledge sharing:

• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
• Build and share knowledge and experience related to administrative and operations support.

Key Performance Indicators:

• Timely and quality support to the Regional Director;
• Quality presentation of information;
• Quality and timely organization of events/ meetings;
• Adherence to protocol.

 

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.

 

Implement financial strategies, in fullcompliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Review and verify financial transactions, activities, and documentation;
• Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
• Draft reports on financial status, procedures, exchange rates, costs and expenditures;
• Follow-up on audit recommendations to monitor implementation of corrective actions;
• Collect, verify and present information and data for use in the planning of financial resources and the formulation of the RO program work plans, budgets, proposals on implementation arrangements and execution modalities;
• Provide advice and recommend solutions to a wide range of financial issues;
• Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
• Implement cost saving and reduction strategies;
• Prepare drafts for cost sharing and Trust Fund agreements including conditions of contributions within resource mobilization efforts. Follow up on contributions within the RO resource mobilization efforts.

Prepare and administer RO budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the RO;
• Track the appropriate and timely use of financial resources;
• Prepare cost recovery documents or bills for the services provided by UN Women to other programmes or organizations;
• Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
• Maintain internal expenditure control system;
• Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Respond to RO requests to resolve financial data issues;
• Prepare VAT reimbursements with adequate documentation support;
• Act as vendor approver;
• Input data in Atlas and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
• Verify accuracy of Combined/Programme Delivery Reports and One UN Financial Reports as applicable. Take appropriate action to ensure accuracy of information;
• Manage petty cash fund, cash impress level and other temporary General Ledger accounts.

Provide finance support to the Programme team:

• Review accounts receivables for UN Women projects and follow-up with project managers and finance section at regional office and/or headquarters on contributions, deposits creation in Atlas and their application to AR pending items;
• Record and post transactions in Atlas, process payroll, travel claims, MPOs, and other entitlements;
• Monitor proper follow up of advances to implementing partners, review their financial reports together with project managers;
• Monitor the financial status and under the guidance of the Operations Manager implement control mechanisms for management/development projects;
• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
• Provide information to the executing agencies on routine implementation of projects;
• Prepare accurate and timely mandated financial reports to donors and other clients and stakeholders;
• Associate revenue and expenditure in commitment control for non-core projects.

Facilitation of knowledge building and knowledge sharing:

• Conduct training and/or helping organize training events and activities; as well as participate in trainings;
• Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
• Contribute to financial business operational practices and management innovations.

Key Performance Indicators:

• Timely, complete and accurate financial transactions/activities/documentation;
• Timely and accurate advice on UN Women financial rules and regulations;
• Timely and regular monitoring of financial resources management system and timely expenditure of financial resources;
• Timely and accurate support to budget formulation and controlling allotments;
• Timely and accurate monitoring of internal expenditures control systems;
• Timely and accurate drafting of financial reports

 

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