Operations Manager (P-3), SPO - DHR, UNICEF New York

Purpose of the Position Under the supervision of the Chief, Strategic Planning and Operations (SPO), Office of the Director, DHR, the incumbent will support the Division in the operational functions of the budget, procurement and administrative management.

Key Expected Results

1. Budget Management -Assist the Chief, SPO in preparation of biennium/quadrennium Institutional Budget for the Division based on the desired results established in the Office Management Plan (OMP), plan and allocate the budget in consultation with the Director, Divisional Management Team and guidance of Chief, SPO. -Monitor and oversight of the budgets under DHR' administration: Institutional Budget (non-staff), numerous Centrally Managed Budgets, Global Learning Budget, NETI funds, JPO budget (non-staff), and various ORR and ORE funds. -Perform budget analysis and forecasts. Monitor financial transactions and budget reports to ensure accurate and up-to-date financial and budgetary information. Review expenditures and commitments against each Intermediate Results (IR). Prepare status of budgetary monitoring reports for submission to DHR Management Team. Identify and document deviations from planned budgets and proposes solutions to keep expenditures within approved budgets. Take corrective action(s) as necessary. -Advise the Chief, SPO of the budget implementation and alignment of budgets with the divisional work plan. Identify and document deviations from planned budgets and proposes solutions to keep expenditures within approved budgets. Take corrective action(s) as necessary. -Monitor administrative and budgetary transactions, ensuring applicable financial rules, regulations, policies and procedures are followed. -Coordinate with DFAM/Budget Section on all budgetary and post related issues including vacant funds and post change requests. -Responsible for ensuring Division meets monthly/annual year end closure requirements.
2. Procurement and Contracts Management -In accordance with the Supply Division (SD) guidelines, support the sections for preparing the submissions to the Contracts Review Committee (CRC) for institutional / corporate contracts for services in excess of CRC limits. Provide guidance for the issuance and receipt of invitations to bid (ITBs) and the process of identification of acceptable supplies. -Assist with quality assurance and oversight mechanisms for the preparation of contractual agreements for all types of contracts: individual contractors, consultants and institutional/corporate contracts, ensuring compliance with applicable regulations, rules and policy. -Supervise the accurate and timely process of invoices. -Lead in the process of office supplies and equipment acquisition and monitoring. -Monitor the Division's contracts using Annual Usage Report to analyze key indicators for overall contract value, selection process, as well as ensuring all relevant key data are properly entered in the system. -Administrative Management and other assignments: Advise on and works with DFAM - Admin on office premises and work space issues. Review and consolidate all Sections' work space requirements and propose plan to implement. -Provide recommendations to supervisor regarding purchase of computer equipment for the Division. -Assist the Chief, SPO to update and monitor the Division's travel plans. -Assist the Division's work planning (preparation, management, and documentation) and monitor the implementation process across the organizational units. -Any other duties that may be assigned by the Chief, SPO.
3. Risk Management -Assist Chief, SPO to liaise twice a year with external auditors for operations-related issues of the Division. -Manage the Division's financial, budget, and procurement oversight to facilitate adequate decision making process across the operational area. -Identify, propose solutions and advise on issues of adequate segregation of duties, including but not limited to procurement, commitment and expenditure of resources, approvals processes.
4. VISION Related Tasks -Perform the function as APPROVA and VISA Administrator to ensure various requests for VISION roles, OIC delegations, workflow set up are properly managed. -Manage the Division's role mapping and maintenance activities to ensure the reasonable segregation of duties to minimize risk. -Assist the Division in setting up Programme Structure to formulate result at the appropriate level. -Allocate funds to the respective IR level, and delegate funds to other business areas and monitors usage and recovery. -Provide advice and technical guidance to the section BFPs to generate relevant budget reports for both IB and OR funds. -In coordination with Payroll Unit, update and monitor the Cost Distribution to minimize payroll shortfalls.

Qualifications of Successful Candidate

• An advanced university degree (Master's) in Accounting, Business Administration, Financial Management, Economics, or a directly-related technical field(s) is required. A valid professional certification (CA; CPA; etc.) from an accredited chartered accountancy institution, in conjunction with a relevant first-level (Bachelor's) university degree in a directly-related technical field (as identified above), may be taken in lieu of an advanced university degree.
• A minimum of five (5) years of relevant experience, at the national and international levels, in office management, finance, budget, accounting, human resources, supply and/or administration is required.
• Knowledge and experience in an Enterprise Resource Planning system (i.e. SAP/VISION) is highly desirable.
• Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.

Competencies of Successful Candidate

Communicates effectively to varied audiences, including during formal public speaking. Sets high standards for quality of work and consistently achieves project goals. Able to work effectively in a multi-cultural environment. Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources. Demonstrates and shares detailed technical knowledge and expertise. Ensures that team or department follows relevant company policies and procedures. Translates strategic direction into plans and objectives. Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear. Sets clearly defined objectives and produces comprehensive project plans for the organization.

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 organisation. If you want a challenging career while improving the lives of children around the world UNICEF, the leading children’s rights organization, would like to hear from you. Visit us atwww.unicef.org/about/employ to register in our new e-Recruitment system and apply to this and other vacancies. Vacancy can be searched by Vacancy Number: E-VN-2014-000419 Applications must be received by 28 February 2014.

Vacancy position link: https://careers.unicef.org/sap/bc/webdynpro/sap/hrrcf_a_posting_apply?PA...

Please note that only candidates who are under serious consideration will be contacted.

In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities: well qualified candidates are strongly encouraged to apply.