Operations Manager
Application Deadline:
19 Sep 2008
UNIFEM invites applications from suitably qualified individuals for the position of Operations Manager to be based in Bratislava, Slovak Republic.
Job Description:
Under the guidance of RPD, the Operations Manager acts as an advisor to Senior Management on all aspects of the UNIFEM sub-regional office management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP/UNIFEM rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the sub-regional programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.
The Operations Manager leads and guides the UNIFEM sub-regional 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 and project teams in the sub-region, operations staff in other UN Agencies, UNIFEM HQs staff and Government officials to successfully deliver operations services.
Duties and Responsibilities
Summary of Key Functions:
- Ensuring strategic direction of operations
- Financial resources management and supervision of the Finance team
- Human Resources Management and supervision of the HR team
- Efficient procurement and logistical services and supervision of the Procurement team
- Information and communication management and supervision of ICT team
- Common services organisation and management, establishment of partnerships with other UN Agencies
1. As a member of the sub-regional management team, ensures the strategic direction of operations focusing on achievement of the following results:
- Full compliance of operations with UNDP/UNIFEM rules, regulations and policies, implementation of corporate operational strategies, and monitoring of achievement of results.
- Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilisation purposes and appropriate operational partnership arrangements.
- Sub-regional business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
- Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
- Knowledge building and sharing with regards to management and operations in the CO, organisation of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP/UNIFEM knowledge networks and communities of practice.
2. Ensures effective and accurate financial resources management and supervision of the finance processes focusing on achievement of the following results:
- Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP/UNIFEM rules and regulations.
- Performance of Manager Level 2 role in Atlas for voucher.
- Review of cost-recovery mechanisms for services provided by UNDP/UN agencies to UNIFEM SRO and projects, including approval of invoices issued by UNDP/UN agencies.
- Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNIFEM staff at HQ of the results of the investigation when satisfactory answers are not obtained.
3. Ensures strategic human resources management and supervision of the HR functions focusing on achievement of the following results:
- UNIFEM SRO compliance with corporate human resources policies and strategies.
- Optimal staffing of the sub-regional office and projects.
- Oversight of recruitment processes in accordance with UNDP/UNIFEM rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
- Establishment and maintenance of the proper performance management and staff development systems. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.
4. Ensures provision of efficient procurement and logistical services and supervision of the procurement processes focusing on achievement of the following results:
- UNIFEM SRO compliance with corporate rules and regulations in the field and elaboration of the SRO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, performance measurement.
- Elaboration of the SRO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP/UNIFEM rules and regulations, OM acting as Manager Level 2 in Atlas for Purchase orders approvals.
- Proper management of UNDP assets, facilities and logistical services.
5. Ensures forward-looking information and communication management focusing on achievement of the following results:
- Use of Atlas functionality for improved business results and improved client services.
- 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.
6. Ensures proper common services organisation and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
- In cooperation with UNDP CO establishment of MoUs for common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
- Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
- Proper planning and tracking of common services contributions for individual projects
Impact of Results
The key results have an impact on the overall economy, efficiency, and effectiveness of SRO operations as it relates to the use of corporate resources in the following areas:
Competencies
Competencies and Critical Success Factors
Corporate Competencies:
- Demonstrates integrity by modeling the UN's values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Treats all people fairly without favoritism
Functional Competencies:
Knowledge Management and Learning
- Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to lead strategic planning, results-based management and reporting
- Ability to lead formulation and monitoring of management projects
- Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration
- Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change
Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates good oral and written communication skills
- Demonstrates openness to change and ability to manage complexities
- Leads teams effectively and shows mentoring as well as conflict resolution skills
- Demonstrates strong oral and written communication skills
UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance
Required Skills and Experience
Education:
Master's Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
5 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organisation and national governments. Experience in the usage of computers and office software packages, experience in handling of web based management systems.
Language Requirements:
Fluency in English and Slovak.
Applicants are kindly requested to apply online through: http://europeandcis.undp.org/home/jobs
The Operations Manager leads and guides the UNIFEM sub-regional 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 and project teams in the sub-region, operations staff in other UN Agencies, UNIFEM HQs staff and Government officials to successfully deliver operations services.
Duties and Responsibilities
Summary of Key Functions:
- Ensuring strategic direction of operations
- Financial resources management and supervision of the Finance team
- Human Resources Management and supervision of the HR team
- Efficient procurement and logistical services and supervision of the Procurement team
- Information and communication management and supervision of ICT team
- Common services organisation and management, establishment of partnerships with other UN Agencies
1. As a member of the sub-regional management team, ensures the strategic direction of operations focusing on achievement of the following results:
- Full compliance of operations with UNDP/UNIFEM rules, regulations and policies, implementation of corporate operational strategies, and monitoring of achievement of results.
- Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilisation purposes and appropriate operational partnership arrangements.
- Sub-regional business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
- Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
- Knowledge building and sharing with regards to management and operations in the CO, organisation of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP/UNIFEM knowledge networks and communities of practice.
2. Ensures effective and accurate financial resources management and supervision of the finance processes focusing on achievement of the following results:
- Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP/UNIFEM rules and regulations.
- Performance of Manager Level 2 role in Atlas for voucher.
- Review of cost-recovery mechanisms for services provided by UNDP/UN agencies to UNIFEM SRO and projects, including approval of invoices issued by UNDP/UN agencies.
- Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNIFEM staff at HQ of the results of the investigation when satisfactory answers are not obtained.
3. Ensures strategic human resources management and supervision of the HR functions focusing on achievement of the following results:
- UNIFEM SRO compliance with corporate human resources policies and strategies.
- Optimal staffing of the sub-regional office and projects.
- Oversight of recruitment processes in accordance with UNDP/UNIFEM rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas.
- Establishment and maintenance of the proper performance management and staff development systems. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.
4. Ensures provision of efficient procurement and logistical services and supervision of the procurement processes focusing on achievement of the following results:
- UNIFEM SRO compliance with corporate rules and regulations in the field and elaboration of the SRO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, performance measurement.
- Elaboration of the SRO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP/UNIFEM rules and regulations, OM acting as Manager Level 2 in Atlas for Purchase orders approvals.
- Proper management of UNDP assets, facilities and logistical services.
5. Ensures forward-looking information and communication management focusing on achievement of the following results:
- Use of Atlas functionality for improved business results and improved client services.
- 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.
6. Ensures proper common services organisation and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
- In cooperation with UNDP CO establishment of MoUs for common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
- Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
- Proper planning and tracking of common services contributions for individual projects
Impact of Results
The key results have an impact on the overall economy, efficiency, and effectiveness of SRO operations as it relates to the use of corporate resources in the following areas:
- Financial services
- Human Resources
- Procurement and logistical services
- ICT
- Common Services and the implementation of the UN agenda on common services and joint procurement.
Competencies
Competencies and Critical Success Factors
Corporate Competencies:
- Demonstrates integrity by modeling the UN's values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Treats all people fairly without favoritism
Functional Competencies:
Knowledge Management and Learning
- Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to lead strategic planning, results-based management and reporting
- Ability to lead formulation and monitoring of management projects
- Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration
- Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change
Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates good oral and written communication skills
- Demonstrates openness to change and ability to manage complexities
- Leads teams effectively and shows mentoring as well as conflict resolution skills
- Demonstrates strong oral and written communication skills
UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance
Required Skills and Experience
Education:
Master's Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
5 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organisation and national governments. Experience in the usage of computers and office software packages, experience in handling of web based management systems.
Language Requirements:
Fluency in English and Slovak.
Applicants are kindly requested to apply online through: http://europeandcis.undp.org/home/jobs
