Operations Manager
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 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.
Duties
Duties for the Operations Manager Job
·
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.
Competencies
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.
Requirements
·
Master’s degree or Post Graduate
qualification in Business Administration, Public Administration, Finance, HR,
or related field is required.
·
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
How to Apply
If you meet the above qualifications,
apply through our online career portal.
Executive Associate
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.
Reporting to Regional Director, the
Executive Associate is responsible for providing a variety of executive
administrative support to the UN Women Regional Director maintaining full
confidentiality in all aspects of assignment and, in close coordination with
the Regional Office (RO) office management and staff, for managing the
efficient flow of information and communications to ensure expeditious
dissemination of information, timely action and compliance with established
deadlines.
Duties
·
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.
Competencies
·
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.
Please visit this link for more
information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
Functional Competencies:
·
Ability to manage data/schedule,
documents, correspondence, reports, and maintain protocol and information flow;
·
Good knowledge of administrative
rules and regulations;
·
Ability to perform work of
confidential nature;
·
Ability to create, edit and present
information in clear format, using appropriate IT functionality;
·
Ability to administer administrative
processes.
Requirements
·
Completion of secondary education is
required;
·
Bachelor’s degree in business
administration or public administration is an asset.
·
At least 6 years of progressively
responsible experience with administrative, secretarial, or programme
experience;
·
Experience in the use of computer
applications and software packages such as Microsoft Office, and web-based
management systems;
·
Experience with the ATLAS system is an
asset.
Language Requirements:
·
Fluency in English is required;
·
Knowledge of the other UN official
working language is an asset.
How to Apply
If you meet the above qualifications,
apply through our online career portal.
Finance Associate
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.
Under the overall guidance of the
Operations Manager and the daily supervision of Finance Specialist, the Finance
Associate is responsible for the execution of a wide range of financial
services and administrative processes in the Regional Office, ensuring
timeliness, efficiency and transparent use of financial resources and delivery
of services in accordance with organizational financial rules, regulations,
policies, procedures and approved allocations. The Finance Associate promotes a
client-oriented approach consistent with UN Women rules and regulations,
standard practices and guidelines.
The Finance Associate works in close
collaboration with the Operations Team in the Regional Office as well as with
the Operations and Programme teams in UN Women HQ for solving complex
finance-related issues and information delivery.
Duties
Implement financial strategies, in
full compliance 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 report
Competencies
·
Respect for Diversity
·
Integrity
·
Professionalism
Core Competencies:
·
Awareness and Sensitivity Regarding
Gender Issues
Accountability
Accountability
·
Creative Problem Solving
·
Effective Communication
·
Inclusive Collaboration
·
Stakeholder Engagement
·
Leading by Example
Please visit this link for more
information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
Functional Competencies:
·
Strong knowledge of financial rules
and regulations and accounting principles;
·
Strong knowledge and application
skills of IT tools and understanding of management systems;
·
Strong knowledge of spreadsheet and
database packages;
·
Ability to provide input to business
processes re-engineering, implementation of new systems;
·
Ability to administer and execute
financial and accounting processes and transactions.
Requirements
·
Completion of secondary education is
required;
·
Specialized national or international
certification in accounting and finance is an asset;
·
Bachelor’s degree in Business,
Finance, Accounting or Public Administration is an asset;
·
Successful completion of UN Women
Accounting and Finance Test is required.
·
At least 6 years of progressively
responsible experience in finance;
·
Experience in the usage of computers
and office software packages (MS Word, Excel, etc) and spreadsheet and database
packages, experience in handling of web based management systems.
·
Fluency in English is required;
·
Knowledge of the other UN official
working language is an asset.
How to Apply
If you meet the above qualifications,
apply through our online career portal.
Driver
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.
Reporting to the Operations Manager,
the driver provides reliable and safe driving services to the UN Women Staff
and other high-ranking UN officials and visitors ensuring the highest standards
of discretion and integrity, sense of responsibility, and excellent knowledge
of protocol and security issues. The Driver also demonstrates a client-oriented
approach, courtesy, confidentiality, tact and ability to work with people of
different national and cultural backgrounds.
Reporting to the Operations Manager,
the Driver can be also required to provide driving services to the operations
and programme staff in the Office, consultants and experts and UN staff on
mission.
Duties
Provide reliable and secure driving
services:
·
Drive office vehicles for the
transport of UN Women Regional Director, UN Women Staff and other high-ranking
officials, visitors, UN Women programme and operations staff, and facilitate
VIP missions;
·
Deliver and collect mail, documents
and other items to Government – Offices/Embassies/Commercial Establishments/ UN
Offices;
·
Meet official personnel and visitors
at the airport including visa and customs formalities arrangements when
required;
·
Verify that all passengers wear
seatbelts at all times in the vehicle;
·
Oversee and ensure that all immediate
actions required by rules and regulations are taken in case of involvement in
accidents;
·
Oversee and ensure that all vehicles
comply with the Minimum Operating Security Standards (MOSS).
Proper use of vehicle:
·
Ensure cost-saving by driving
responsibly;
·
Maintain daily vehicle logs, daily
mileage, gas consumption, oil change, servicing, greasing, repairs and oversee
that other drives do the same;
·
Prepare and maintain data of the
vehicle maintenance plans and reports.
Day to day maintenance of the
assigned vehicle:
·
Ensure that all official vehicles are
kept clean and is always in good working condition;
·
Make minor repairs and make
arrangements for major repairs;
·
Change oil, check tires, lights horn,
clutch and brakes and wash car regularly;
·
Ensure that vehicles comply with
Minimum Operating Security Standards (MOSS).
Maintain and ensure availability of
all required documents/supplies:
·
Maintain and ensure availability of
all required documents/supplies including vehicle insurance, vehicle logs,
office directory, and map of the city/country, first aid kit, and necessary
spare parts in the assigned vehicle;
·
Ensure that all immediate actions
required by rules and regulations are taken in case of involvement in
accidents.
Provide general administrative and
logistic support as needed:
·
Assist office staff in filing,
photocopying and maintaining required records;
·
Assist in the mailing and
distribution of publications and payments of bills, as required.
Key Performance Indicators:
·
Quality and timely driving services;
safe and on-time;
·
Quality care and maintenance of
vehicle and necessary documents;
·
Timely inputs to logs and records.
Competencies
·
Awareness and Sensitivity Regarding
Gender Issues;
·
Accountability;
·
Creative Problem Solving;
·
Effective Communication;
·
Inclusive Collaboration;
·
Stakeholder Engagement;
·
Leading by Example.
Please visit this link for more
information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
Functional Competencies:
·
Excellent driving skills;
·
Strong knowledge of driving rules and
regulations, chauffeur protocol and courtesies and local roads and conditions;
·
Strong defensive driving skills;
·
Skills in minor vehicle repairs;
·
Ability to be on time.
Requirements
·
Secondary education;
·
Valid driver’s license.
·
Minimum of 3 years of relevant
experience as a driver in an international organization, embassy or UN system
with a safe driving record.
·
Fluency in English is required;
·
Knowledge of the other UN official
working language is an asset.
How to Apply
If you meet the above qualifications,
apply through our online career portal.