OPERATIOS OFFICER (NO-B) Lima, Peru
Purpose for the job
Support the Head of the Office in the management of operational functions. Accountable for management of cost-effective, efficient and secure operations, in support of management, administration and implementation of the country programmes, consistent with operations of all other country offices in the Region, in strict compliance with the rules and regulations and in accordance with strategy, plans and decisions made by Regional Management Team and Country Programme Management Teams. Collaborate with all other UN agencies to accelerate implementation of the Harmonized Business practices in line within Reform/coherence.
KEY END-RESULTS
KEY ACCOUNTABILITIES and DUTIES & TASKS
Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primarily, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.
Ensure the effective, equitable and efficient operations of the office's finance, budget, information & communication technology, supply & logistics, human resource and administrative systems to support and facilitate the attainment of programmatic goals and objectives by meeting changing operational requirements. Advise management and assist in establishing new offices. Complying with UN Coherence and Harmonization principles regarding joint offices/common services when relevant.
As technical/functional specialist, accountable for providing the correct and consistent interpretation and application of organizational policies and procedures in the management of finance and administrative functions through the provision of technical expertise and operational support to the country office.
Alert and recommend to the Head of Office, the Regional Operations Officer and Headquarters when deviation from the rules and regulations may be required, and propose alternative solutions to meet office objectives. Contribute to global and regional strategic planning and policy changes/formulation on operational matters as and when necessary.
Implement the effective communication, training, roll-out, monitoring and evaluation of new operational initiatives, guidelines and procedures. Provide staff briefing and orientation regarding all of the operational areas.
Safeguard the financial resources entrusted to the office by 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. Provide required oversight and support to programme group team to ensure all implementing partners accountability with regard to supply and non- supply assistance.
Ensure efficient, cost-effective and transparent utilization of resources through knowledge and technology transfer between offices and consistency of approaches and applications.
Play a substantive role in strategic planning and decision-making within the UNICEF Operations and provides sound professional input to the development, reform and change of financial, human resources and administrative policies, systems and procedures.
Contribute to effective management process by providing technical support to corporate committees.
Ensure the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity. Identifies and proposes appropriate office accommodations, (i.e., ensures maintenance of premises, security of staff, office premises, equipment and supplies) complying with UN Coherence and Harmonization principles as required. Ensures the acquisition of all expendable and non-expendable property (administrative and/or programme supplies), ensuring that procurement is made according to the organization's rules, regulations and procedures. Controls inventory, its utilization and disposal.
Under the auspices of the Inter-Agency Operations Management Team, support approaches for enhancing UN common services to attain efficiencies and effectiveness.
Contribute to the consolidation and preparation of the finance, budget and administrative components of the CPMP; participate 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; contribute to the preparation of budget and the accompanying justification and documentation. Participate in the country programme strategy, development, planning and preview/review meetings, to identify staffing and administrative operational requirements.
Monitor and manage budget process. Ensure all other operational reporting requirements are fully met for the office. Monitor compliance with all operational systems and procedures and ensure integrity in all financial and other administrative operations of the office.
Serve as the focal person for office management indicators; ensure accuracy, promptness and appropriateness of information, and reports to the Head of Office and Headquarters; 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. Develop and implement effective staff learning and development programme activities for both programme and operations staff on operational matters for capacity building drawing on knowledge institutions partnership as relevant. Plan and conduct operations workshops for staff's competency building, staff development, learning and career development. Provide coaching and counselling to the staff on performance enhancement/development.
Maintain good working relations with government counterparts; Arranges operational facilities and basic cooperation agreements with government authorities, (e.g., customs, visas, protocol, receipt of contributions, security, accommodations, privileges and immunities.). Ensure adherence to financial regulations and rules pertaining to Cash Assistance to Government (CAG) by Government and all implementing partners.
Cooperate and coordinate with other UN agency counterparts in the UN reform initiatives (including Harmonized Approach Cash Transfers (HACT) capacity building of IPs, common services and premises agenda, etc.)
Assist Head of Office in finance, human resources and administrative matters providing technical advice on all operational submissions for the approval of the Regional Director; brief office staff on financial, human resources and administrative policies and procedures providing authoritative advice; provide technical guidance and oversight to junior Operations staff in country offices and swiftly resolve operational issues.
Liaise with the HQ Divisions or the Regional Office to obtain guidance on policy interpretation and applications in the area of operations; advise on the applicability of new policy directives to country operations. Make sound 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.
Establish and maintain all consultative and management committees; Organize and train or brief committees in compliance with the guidelines.
Collaborate with senior Programme Officers and country office staff providing operational solutions in support of programming activities while maintaining sound internal operational controls.
Represent 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.
Coordinate 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. Provide operational support to emergency preparedness and emergencies. Inform and update all staff members in the country office on security related issues and emergency operations.
QUALIFICATIONS
University degree in accounting, business administration, economics or financial.
Two years of relevant professional work experience.
Both national and International work experience in office management, finance, accounting, ICT, human resources, supply and administration.
Work experience in emergency duty station.
Fluency in English and Spanish
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=501695
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