Operations Analyst Vacancy Job Ref: VACUNWOMEN1831-17

Background

UN Women, anchored 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 Resident Representative, the Operations Analyst is a member of the Senior Management Team, with oversight responsibilities for all aspects of the Côte d’Ivoire Country Office’s operations.

This includes strategic financial and human resources management, efficient supply and logistics services, security management, information and communication technology (ICT) and common services in accordance with UN Women rules and regulations.

In addition, the Operations Analyst serves as a key advisor to the Country Representative on organizational integrity issues to ensure:

(i) compliance with UN Women policies and regulations;

(ii) effective systems to support programme implementation and growth;

(iii) accountability to organizational values ​​and principles; and (iv) a conducive work environment that maximizes staff potential.

The Operations Analyst leads and guides the Country Office operations team and fosters collaboration within the team, with programme staff and with other UN agencies in a client-oriented approach.

The Operations Analyst works closely with the Country Office programme teams, providing close guidance to programme staff who perform support functions for operations, ensuring that they are familiar with the rules and procedures governing programme finances, donor reporting and personnel.

She/he also collaborates with operations staff of other UN agencies. Duties and Responsibilities Coordinate the operations of the Country Office (CO) in accordance with UN Women rules, regulations, policies and strategies Draft the annual work plan for the Operations Team and oversee its implementation and monitoring;

Provide professional expertise and technical support to the Country Representative on operational matters;

Participate in review meetings and provide technical support to the assessment of managerial and operational capacities of implementing partners in collaboration with the programme and technical team;

Guide and implement business process mapping and the establishment of internal standard operating procedures in all areas of the Operations Team functions;

Implement the organization’s policies and systems on budget, finance, procurement and human resources, and identify training for staff and project personnel on these issues; Ensure a continuous flow of information between the Country Office and the Regional Office/Headquarters.

Oversee all operational activities including finance, human resources, procurement, transport, information technology, security, administration and ensure they follow UN Women rules, regulations, policies and procedures; Supervise operations staff: finalize performance plans and evaluation standards; conduct performance evaluations, provide feedback and coaching.

2. Coordinate the planning, monitoring of expenditures and auditing of financial resources in accordance with UN Women rules, regulations, policies and strategies Provide professional expertise and technical support for the management of financial resources of the office and programmes;

Exercise appropriate financial control; Report locally and to headquarters in a timely manner on established structures; seek advice from the Regional Office in case of necessary deviations;

Review and take appropriate corrective action on audit findings; Perform the role of Manager Level 1 in Quantum for approval of purchase orders and invoices.

3. Provide human resources services Coordinate and facilitate recruitment processes and contract management; liaise with headquarters and service providers as necessary.

4. Oversee procurement processes Manage the provision of goods and services for the Country Office and projects in accordance with established organizational procedures for reviewing subcontracts and awarding contracts, assessing cost effectiveness and managing negotiations related to potential agreements; Provide professional recommendations for the preparation of procurement plans;

5. Oversee asset and lease management; Ensure the management, safeguarding, data integrity and inventory control of UN Women office assets, facilities and logistics services; Coordinate asset verification activities in accordance with the Physical Asset Verification Procedure;

Manage leases and premises agreements in accordance with the delegation of authority; Coordinate, as appropriate, the proper organization and management of common premises and services with other United Nations agencies, including the establishment of memoranda of understanding and maintenance.

6. Coordinate the management of Information and Communication Technology (ICT) Supervise the implementation of ICT systems Make professional recommendations and introduce new ICT systems that affect the overall productivity of the office staff.

7. Serve as a focal point for security issues and ensure the safety of staff Inform supervisor and staff on security issues and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;

Ensure full compliance with MOSS and MORSS procedures on the security of staff and office premises;

Provide professional recommendations for the Country Office Business Continuity Plan when required; Liaise with the Headquarters Security Advisor or his/her designated representative on all security matters.

8. Participate in inter-agency activities Participate in inter-agency meetings and working groups to ensure that 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, salary entitlements and surveys, security, etc.; Liaise with UNDP and other UN agencies on operational issues, activities and collaboration.

9. Contribute to knowledge sharing between the Country Office and the Regional Office Ensure that knowledge is adequately shared and applied between the Country Office and other country offices/multi-country offices in the region. Competencies Core Values:

• Respect for Diversity

• Integrity

• Professionalism Core Competencies:

• Gender Awareness and Sensitivity

• Accountability

• Creative Problem Solving

• Effective Communication

• Inclusive Collaboration

• Stakeholder Engagement

• Leading by Example Functional Competencies:

• Good knowledge of operations, finance, procurement, human resources, ICT and security systems and processes, particularly in the United Nations system is an asset;

• Ability to provide advice and support;

• Ability to contribute to the formulation and monitoring of management projects;

• Ability to manage confidential information;

• Negotiation skills;

• Good computer skills. Required Skills and Experience A Master’s degree (BAC+5) or equivalent in business administration, public administration, finance, human resources or a similar field is required. A first-level university degree (BAC+3) in combination with two additional years of relevant experience may be accepted in lieu of the advanced university degree.

A minimum of 2 years of progressive experience at a national or international level in office management, operations or finance; Experience in team management is an asset; Experience working in an IT environment using multiple office software, experience in managing web-based systems and ERP systems, preferably PeopleSoft; Experience in accrual accounting, IPSAS or IFRS is an asset;

Professional experience in programming/project management is an asset; Fluency in English and French is required; Knowledge of another official UN working language is an asset. Applications Female candidates are strongly encouraged. 

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