Operations Associate

UN Women, grounded 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.

• The Strategic Partnerships Division (SPD) works to strengthen UN Women’s position as a partner of choice for gender equality and the empowerment of women (GEWE) among governments and private sector actors around the world. The Division does this by positioning GEWE in the intergovernmental and multilateral fora, and engaging with governments and private sector corporations, foundations and individuals as policy, programme and resource partners.
• The Communications and Advocacy Section at UN Women Headquarters in New York supports the positioning of women’s empowerment and gender equality as key issues on the international agenda and establishes UN Women’s role as the global authority in this context. The Communications and Advocacy team’s key focus is to position UN Women as a visible thought and action leader in both development and humanitarian settings, to secure global support for its issues and to build the UN Women brand.
• Reporting to the Chief of Communication & Advocacy, the Operations Associate supports the Communication & Advocacy team by performing a variety of standard administrative processes including financial, procurement and human resources, ensuring high quality and accuracy of work. The Operations Associate works in close collaboration with the SPD Business Center and the UN Women Finance, Budget, HR and Procurement team ensure key administrative processes are performed efficiently and in full compliance with the UN Women rules and regulations.

Key Functions and Accountabilities:

Implement financial strategies, in fullcompliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
• Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities;
• Perform payments in the ERP System making sure that chart field of accounts are correct, invoices validated, taking corrective action in case of budget errors or system holds.
• Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the Chief and Deputy Chief of the Sections conclusions and/or present recommendations for actions/decisions;
• Draft reports on financial status, procedures, exchange rates, costs and expenditures;
• Follow-up on audit recommendations to monitor implementation of corrective actions;
• Collect, verify and present information and data for use in the planning of financial resources and the formulation of the work plans, budgets, proposals on implementation arrangements and execution modalities;
• Provide assistance in Annual and Biannual Work Plan entry in the Results Management System (RMS) as required.
• Provide advice and recommend solutions to a wide range of financial and budgetary issues;
• Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
• Implement cost saving and cost reduction strategies.
• Monitor the completion of month-end and year-end operational checklist to be reported on time to Finance Management Section.

Prepare and administer communication budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the communication section;
• Track the appropriate and timely use of financial resources; 
• Prepare cost recovery documents or bills for the services provided by UN Women to other programmes, agencies or organizations;
• Create projects in Quantum including preparation of budget revisions, revision of project awards and status; and identification of unutilized funds;
• Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
• Maintain internal expenditure control system;
• Undertake corrective actions on un-posted payment vouchers, including those with budget check errors, match exceptions and unapproved vouchers;
• Input data in UN Women ERP  System and monitor status. Keep stakeholders and clients informed for timely action and/or decisions.

Coordinate procurement processes including duty travel:

• Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
• Generate procurement related reports; research and draft responses to enquiries;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;  including the creation of e-requisitions and making sure obligations / purchase orders are created on time and matching the procurement results.
• Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid and /or Requests for Proposals.
• Coordinate with Procurement the evaluation of quotes / bids / tenders;
• Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
• Review procurement processes conducted by managers; manage submissions to the Procurement Review Committee if required
• Provide  support to the Chief and Deputy Chief on efficient procurement processes and planning.
• Perform the role of travel processor in the travel module making sure that all travel cases are in compliance with Duty Travel Policy and that all entitlements are correctly calculated and applied. This includes the monitoring of travel claims creation in due course to close official business travels.
• Perform the role of supplier maintenance in the ERP system ensuring that supplier registration is completed and approved in coordination with Finance Management Section.

Organize administrative Human Resources services:

• Maintain staffing lists and HR reports;
• Provide support in personnel administration for international and national personnel as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements, annual leave and other types of leave);
• Support the Chief and Deputy Chief in strategic HR planning by proactively managing contract extensions, recruitments and preparing HR-related budget forecasts.
• Work closely with the HR business partner to support the implementation of all UN Women HR-related policies.
• Liaise with Budget Section for cases related to monetization of regular resources posts.
• Perform the role of HR Validator for the section, making sure records are updated and that personal information is kept safely.
• Prepare new consultancy requests including contract amendments in coordination with Human Resources Unit.

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in Business Administration, Finance or Mathematics or related fields is desirable.

Experience:        

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service; preferably at international organizations.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in preparing and administering budgets is required.
• Experience in the use of a modern web-based ERP System, preferably Quantum, is desirable.
• Knowledge of UN rules and regulations is highly desirable.

Languages:

• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish)

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/requisitions/job/18564