Operations Manager
UNICEF
Job Type
Full Time
Location
Mogadishu
Description :
Purpose of the Position
As the head of operations Section in a zonal office established in several different facilities, the incumbent shall be responsible for the provision of operational services in support to programme implementation, ensuring that the means for efficient coordination of programme activities are in place and that staff from different locations across the zone are aware and take advantage of them.
Key Expected Results
- Coordination with the Country office in all operational matters, ensuring that Country Office priorities and objectives are pursued and contributing to strategic planning and policy changes/ formulation on operational matters as necessary. Provides technical input to contribute to the establishment of operational guidelines in close coordination with the country office
- Efficient management of several office facilities in different locations and 2 guesthouses, ensuring continuous enhancement , MOSS compliance, provision of quality services for working and residence purposes and evolving and emerging office space modernization and management needs
- Evaluation of needs of new constructions or refurbishments/improvements on existing facilities, design requirements based on identified needs, engage with technical services as required to develop engineering and architectural specifications and implement or supervise the implementation of the solutions developed/identified.
KEY ACCOUNTABILITY and DUTIES & TASKS
Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primarily, shared, or contributory accountability for all or part of the following areas of major duties and key end-results.
1. Effective operations of financial, human resource and administrative management
Manages and ensures the effective, equitable and efficient operations of the office’s finance, human resource and administrative systems to support and facilitate the attainment of programmatic goals and objectives by meeting changing operational requirements. Ensures effective operations that promote gender sensitivity and gender parity. Advises management and assists in establishing new offices.
2. Policy interpretation and application
As technical professional and manager, accountable for the correct and consistent application of organizational policies and procedures in the management of finance and administrative functions through the provision of technical leadership and operational support to the country office.
Contributes to global and regional strategic planning and policy changes/formulation on operational matters as necessary; Provides technical input to contribute to the establishment of operational guidelines in close coordination with the head of office, the Regional Operations Officer and DFAM.
Implements the effective communication, training, roll-out, monitoring and evaluation of new operational initiatives, guidelines and procedures.
3. Fiduciary integrity/responsibility for funds and assets
Safeguards the financial resources entrusted to the office by advising on and/or managing financial assets, financial planning and cash management activities and by recommending improvements to the financial and administrative management systems and procedures. Accountable for fiduciary integrity/responsibility for funds and assets taking decision on all operational and financial transactions, disbursement of funds, and administrative arrangements.
Ensures efficient, cost-effective and transparent utilization of resources through knowledge and technology transfer between offices and consistency of approaches.
4. Leadership in strategic planning and policy formulation in the areas of operations
Plays a major role in strategic planning and decision-making within the UNICEF Operations and provides sound professional input and oversight to the development, reform and change of financial, human resource and administrative policies, systems and procedures, including those that strengthen gender policy in programming and staff gender parity.
Participates in effective management process by providing technical advises and supports to corporate committees (including PBR, RMTs, CMT, JCC, CRC, PSB, etc.).
5. Office Services
Ensures the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.
Under the auspices of the Inter-Agency Operations Management Team, supports approaches for enhancing UN common services to attain efficiencies and effectiveness.
6. CPMP
Development of the finance, budget and administrative components of the CPMP is timely completed; participates in the review of office structures and operations, and compilation of required job descriptions, prior to budget preparation, in line with the country programme commitment; contributes to the preparation of budget and the accompanying justification and documentation. Participates in the country programme strategy, development, planning and preview/reviews meetings to identify staffing and administrative operational requirements. Within the framework of the CPMP, coordinates and contributes towards human resources planning.
7. Compliance and Internal Control
Monitors and manages budget process. Ensures all other operational reporting requirements are fully met for the office. Monitors compliance with all operational systems and procedures and ensures integrity in all financial and other administrative operations of the office.
Serve as the focal person for office management indicators; ensure all other operational reporting requirements are fully met for the office; in collaboration with the Deputy Representative, ensure the implementation of agreed audit recommendations; advise on corrective measures to be taken and establish relevant internal controls. Develop training activities to ensure effective operational performance and efficiency.
8. Staff Learning and Development
Develops training activities to ensure effective operational performance and efficiency. Develops and implements effective staff learning and development programme activities for both programme and operations staff on operational matters for capacity building. Plans and conducts operations workshops for staff’s competency building, staff development, learning and career development. Provides coaching and counselling to the staff on performance enhancement/development.
9. Partnership, Coordination and Collaboration
Maintains government counterpart relations; resolves issues pertaining to conditions of service, operational facilities and privileges within the context of the Basic Cooperation Agreement; Ensures adherence to financial regulations and rules pertaining to Cash Assistance to Government (CAG).
Cooperates and coordinates with other UN agency counterparts in the UN reform initiatives (including HACT capacity building of IPs, common services and premises agenda, etc.).
Advises Head of Office on finance, human resource and administrative matters providing guidance on all operational submissions for the approval of the Regional Director; briefs office staff on financial, human resource and administrative policies and procedures providing authoritative advice; provides technical guidance and oversight to junior Operations staff in country offices and swiftly resolves operational issues.
Coordinates/liaises with the HQ Divisions to support policy formulation in the area of operations; advises on the applicability of new policy directives to regional operations. Makes substantive recommendations on the improvement of systems and internal controls, planning and restructuring and resolution of sensitive issues and problems, taking into account the prevailing conditions in the locality.
Establishes and maintains all consultative and management committees (e.g. APC, JCP, JCC, CRC, PSB, TRT, PBR and Training); Organizes and trains committees in compliance with the guidelines.
Collaborates with senior Programme Officers and country office staff providing creative problem solving in support of programming activities while maintaining sound internal operational controls.
Represents the office in meetings with local banks and administrative suppliers; negotiates locally issued contracts as well as in meetings with other UN Agencies to coordinate operational matters and activities, including harmonization of the UN common system.
Represents UNICEF in the local salary survey committee and fully participates in all processes of the salary survey review and administration to ensure the methodology is applied correctly throughout.
Coordinates promptly with the Regional Office, the Head of Office, Programme Officers and other staff in the country office for security-related issues and emergency operations. Provides operational support to emergency preparedness and emergencies. Informs and updates all staff members in the country office on security related issues and emergency operations.
Qualifications of Successful Candidate
Education
Advanced university degree in accounting, business administration, economics, or financial management. Membership – or enrolled for membership – in a recognized professional accountancy body
Work Experience
Eight years of relevant professional work experience in office management, finance, accounting, ICT, and/or human resources;
Both national and International work experience in management, finance, accounting, ICT, human resources, administration supply and procurement related fields;
Work experience in emergency duty station.
Language
Fluency in English is required.
Competencies of Successful Candidate
Core Values ( Required)
• Commitment
• Diversity and Inclusion
• Integrity
Core Competencies ( Required)
• Communication [II]
• Drive for Result [II]
• Working With People [II]
Functional Competencies
• Leading and Supervising [II
• Formulating Strategies and Concepts [II]
• Analyzing [II]
• Applying Technical Expertise [II]
• Planning and Organizing [III]
Remarks
The successful candidate for this emergency recruitment MUST be available to commence work within 31 days of receiving an offer.
Please note that Mogadishu is a non-family duty station.
Employment is conditional upon receipt of medical clearance, any clearance required, the grant of a visa, and completion of any other pre-employment criteria that UNICEF may establish. Candidates may not be further considered or offers of employment may be withdrawn if these conditions are unlikely to be met before the date for commencement of service
How to apply :
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=502244