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UNITED NATIONS ENTITY FOR GENDER EQUALITYAND THE EMPOWERMENT OF WOMEN

JOB DESCRIPTION

VACANCY ANNOUNCEMENT NO: UN WOMEN/FT/2013/001

Date of Issue: 15th May 2013Closing Date: 31st May 2013

I. Position Information

Job Code Title : Operations Manager

Organization : United Nations Entity for Gender Equality and the

Empowerment of Women (UN WOMEN)

Classified Grade : NO-C

Direct supervisor : UN WOMEN Representative

Duty Station : New Delhi , India

Type of Contract : Fixed Term

No. of positions : One

Duration : One Year (Renewable)

This vacancy is open to applicants of either sex with an approach to have a workforce which reflects diversityand gender balance, to promote equal opportunities. UN does not solicit or screen for information in respect ofHIV or AIDS status. All selections are based on merit.

II. Organizational Context

UN Women is the UN Entity for Gender Equality and the Empowerment of Women,

grounded in the vision of equality enshrined in the Charter of the UnitedNations, works for the elimination of discrimination against women and girls;the empowerment of women; and the achievement of equality betweenwomen and men as partners and beneficiaries of development, human rights,humanitarian action and peace and security. Placing womens rights at thecenter of all its efforts.

UN Womens Multi Country Office, based in New Delhi, India, covers four countries of theregion i.e. Bhutan, India, Maldives, and Sri Lanka.

Under the direct supervision of the UN Women Representative, theOperations Manager serves as a member of the senior management team,with oversight responsibilities for all aspects of MCO/CO operations, This

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includes strategic financial and human resources management, efficientprocurement and logistical services, security management, ICT and commonservices consistent with UN Women rules and regulations. The OperationsManager additionally serves as a key advisor to the UN WomenRepresentative on matters of organizational integrity with the aim ofensuring: (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 enablingworkplace environment in which staff potential is maximized.

The Operations Manager leads and guides the MCO/CO Operations Team andfosters collaboration within the team, with programme staff and with otherUN Agencies and a client-oriented approach. The Operations Manager worksin close collaboration with programme teams in the Office, providing closeguidance to programme staff who perform adjunct operations functions,ensuring that such staff are knowledgeable of rules and proceduresgoverning programme finances, donor reporting, and personnel. She/he alsoworks in collaboration with operations staff in other UN Agencies, UN WomenRegional Office and HQ staff and Government officials to successfully deliveroperations services.

III. Functions / Key Results Expected

Summary of Key Functions:

1. Lead and guide the Operations Team in the provision of results-oriented support services

2. Ensure oversight, quality assurance, and compliance with corporateguiding principles, rules, policies, and strategies in the area ofOperations.

3. Manage budgetary planning, monitoring and financial administration4. Ensure the provision of the full range HRM services (e.g. recruitment,

contract administration, staff development, etc.) to the Office5. Provide efficient procurement and logistical services and supervision

through the Procurement team6. Information and communication management and supervision of ICT

team7. Common Services organization and management, establishment of

partnerships with other UN Agencies8. Focal Point for security issues, and ensures security plans and related

infrastructure is in place

1. Lead and guide the Operations Team in the provision ofresults-oriented support services.

Serve as a member of the senior management team. Provide advice

and support to the UN Women Representative on operational issues.

Consult within Office and with all Operations staff to develop an annualworkplan for the Operations Team.

In collaboration with the Operations team review the quality and

timeliness of services provided by reference to corporate standardsand by reference to standards/indicators established within the Officeor Operations Unit.

Plan and monitor staff leave and absences such that there is minimaldisruption to Operations services.

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Carry out objective performance monitoring of the work of the Team,

and ensure performance monitoring and evaluation of each individualstaff member within it.

2. Ensure oversight, quality assurance, and compliance withcorporate guiding principles, rules, policies, and strategies inthe area of Operations

Ensure compliance of operations with UN/UN Women rules, regulations

and policies, implementation of corporate operational strategies,

establishment of management targets and monitoring of achievementof results.

Lead and manage Office business processes mapping and

establishment of internal Standard Operating Procedures (SOPs) inFinance, Human Resources Management, Procurement, Logistical andICT services.

Monitor and analyze the operating environment, timely readjustment

of the operations, advice on legal considerations and risk assessment.

Lead Knowledge building and sharing with regards to management and

operations in the Office, organization of the operations staff trainings,synthesis of lessons learnt/best practices, and sound contributions torelevant knowledge networks and communities of practice.

Participate in Operations Management Team for effectiveness,efficiency, coherence and impact of UN operational activities.

Work closely with Regional Office and HQ on follow-up to audit

recommendations and observations and other corporate compliancerequirements.

Manage budgetary planning, monitoring and financial administration.

3. Proper planning, expenditure tracking and audit of financialresources, including extra-budgetary income in accordancewith UN Women rules and regulations

Lead proper management of the contributions management business

process and accounting for contributions to ensure that the money dueto UN Women is properly identified, consistently and uniformlyclassified, recorded on a timely basis and received with sufficientsupporting documentation.

Perform Manager Level 2 role in ATLAS for voucher and PO approvals.

Monitor financial exception reports for unusual activities, transactions

and investigate anomalies or unusual transactions. Provide informationto supervisors and other UN Women staff at Regional Office/HQ of theresults of the investigation when satisfactory answers are not obtained.

Ensure all financial transactions are identified, recorded and verified incompliance with IPSAS as outlined in the corporate policies and

procedures. Ensures compliance with UN Women end of the year/ month reporting.

Ensure full compliance with UN Women rules, regulations and policies

of financial activities, financial recording/reporting system and followup on audit recommendations, implementation of effective internalcontrols, proper functioning of a client oriented financial resourcesmanagement system.

Lead finance business processes mapping and elaboration

/establishment of internal Standard Operating Procedures in Finance,control of workflows in the Finance unit.

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Continuously analyze and monitor financial situation, presentation of

forecasts for development and management projects.

Organize and oversee Office cash management processes, including

liquidity management, recommendation of impress level, riskassessment, timely accounting and reconciliation of all transactions,security for cash assets on site.

Ensure cost-recovery on a timely basis, according to the UN Women

rules and regulations, for support services provided by the MCO to

projects/ other Country Offices.

4. Ensure the provision of the full range HRM services (e.g.recruitment, contract administration, staff development, etc.)to the MCO/CO

Ensure Office compliance with corporate human resources policies and

strategies

Oversee and manage recruitment processes in accordance with UN

Women rules and regulations.

Lead contract management including appropriate use of different

contractual modalities, and effective timely contract management.Ensure timely recruitment by good human resource planning and aproactive approach to ensuring the Office is fully staffed at all times.

Establish, maintain and implement the proper performance

management.

Help implement the Universal Access strategy on learning ensuringaccess of the staff to role appropriate learning activities.

Ensure proper administration of staff benefits and entitlements and

ensure staff is advised on request on entitlements.

Engage fully in change management when adapting organizational

structure and staffing to new programme realities.

5. Provide efficient procurement and logistical services andsupervision through the Procurement team

Ensure Office compliance with corporate rules and regulations in the

field and elaboration of the Office procurement strategies includingsourcing strategy, supplier selection and evaluation, qualitymanagement, customer relationship management, e-procurementpromotion and introduction, performance measurement.

Manage the Office contract strategy including tendering processes and

evaluation, managing the contract and contractor, legal implications.

Oversee procurement processes and logistical services in accordance

with UN Women rules and regulations, Ensure proper management of UN Women assets, facilities and

logistical services, including full compliance with IPSAS in theaccounting for the procurement, utilization and disposal of assets.

6. Information and communication management and supervisionof ICT team

Manage the usage of ATLAS functionality for improved business results

and improved client services.

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Identify opportunities and ways of converting business processes into

web-based systems to address the issues of efficiency and fullaccountability.

Lead maintenance of a secure, reliable infrastructure environment for

ICT and adequate planning for disasters and recoveries.

Ensure identification and promotion of different systems and

applications for optimal content management, knowledge sharing,information provision and learning including e-registry, web-based

office management system, etc.

7. Common Services organization and management,establishment of partnerships with other UN Agencies

Ensure integrated activities on common services within the context of

the UN reform.

Implement common services in line with the latest developments in

common services and best practices.

Establish collaborate arrangements with UN agencies, potential

partners, ensuring a client relationship management system forappropriate operational partnership arrangements.

8. Focal Point for security issues, and ensures security plans andrelated infrastructure is in place.

Act as the UN Women Security Focal Point, ensuring effective

functioning of systems, including those to ensure the safety andsecurity of UN Women staff in accordance with UN rules andregulations. Brief Supervisor and staff on security matters anddisseminate relevant information as advised by UNDSS.

Leads the development of a Business Continuity Plan and keeps itsupdated regularly.

Ensure full compliance of MOSS and MORSS procedures on security of

staff and office premises. Liaise with HQ-based Security Adviser or his/her designated staff

member on all security matters.

Ensure that personnel request appropriate security clearance for

travel.

Ensure that Office personnel and UN Women visitors are briefed on

security.

IV. Impact of Results

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

V. Competencies and Critical Success Factors

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CORE VALUES / GUIDING PRINCIPLES

Integrity: Demonstrate consistency in upholding and promoting thevalues of UN Women in actions and decisions, in line with the UN Code ofConduct.

Professionalism: Demonstrate professional competence and expertknowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity: Demonstrate anappreciation of the multicultural nature of the organization and thediversity of its staff. Demonstrate an international outlook, appreciatingdifference in values and learning from cultural diversity.

CORE COMPETENCIES

Ethics and Values: Demonstrate and safeguard ethics and integrity

Organizational Awareness: Demonstrate corporate knowledge andsound judgment

Development and Innovation: Take charge of self-development and

take initiative

Work in teams: Demonstrate ability to work in a multicultural, multiethnic environment and to maintain effective working relations withpeople of different national and cultural backgrounds.

Communicating and Information Sharing: Facilitate and encourageopen 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 proactivelyacknowledging different feelings and views and directing energy towardsa mutually acceptable solution.

Continuous Learning and Knowledge Sharing: Encourage learning

and sharing of knowledge

Appropriate and Transparent Decision Making: Demonstrateinformed and transparent decision making

FUNCTIONAL COMPETENCIES:

Ability to lead strategic planning, results-based management and

reporting;

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/ attitudinalchange;

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 goodjudgment. Good mentoring as well as conflict resolution skills;

Demonstrate understanding of clients perspective;

Demonstrate a respect for confidentiality when dealing with individual

staff members issues;

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VI. Recruitment Qualifications

Education: Masters degree or equivalent in Business

Administration, Public Administration, Finance,Economics, or related field.

Experience: Minimum of 5 years of relevant experience at thenational or international level in managing staff andoperational systems.Experience in working in a computer environmentusing multiple office software packages, experiencein handling of web based management systems andERP systems, preferably PeopleSoft.Experience of accrual accounting, IPSAS or IFRS is

highly desirable

Language

Requirements:

Fluency in written and spoken English and language

of the duty station.

Interested applicants should apply for the vacancy, using the Personal HistoryForm - P 11 and the latest CV.

Application to this vacancy should be sent to [email protected]. Pleaseinsert Vacancy Announcement Number in the Subject of the E-mail. Applicationswithout the Vacancy Number or with the incorrect Vacancy Number will not beaccepted. Applications received after the close date will not be accepted.

NOTE : Only short-listed candidates will be contacted.

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