Operations Manager – P3

Background:

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 UN Women Fiji Multi-Country Office (MCO) is based in Suva, Fiji and works alongside over 20 other UN agencies in the region and 14 countries and territories across the Pacific Region. Under its Strategic Note (SN) 2023 – 2027, UN Women Fiji MCO focuses on delivering on four interlinked programme areas underpinned by UN Women’s Strategic Plan 2022 in line with international normative frameworks:

• Governance and Participation in Public Life.
• Women’s Economic Empowerment.
• Ending Violence against Women and Girls.
• Climate Action/Humanitarian Action and Resilience

Reporting to the Country Represenative the Operations Manager in the Fiji Multi Country Office serves as a member of the senior management team, with oversight responsibilities for all aspects of the Fiji MCO operations, this includes strategic financial and human resources management, efficient procurement and logistical services, security management, ICT and common services consistent with UN Women rules and regulations. The Operations Manager additionally serves as a key advisor to the Country Representative on matters of organizational integrity with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

The Operations Manager leads and guides the Fiji Multi Country Office 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 teams in the office, providing close guidance to programme staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of rules and procedures governing programme finances, donor reporting, and personnel. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office and HQ staff and Government officials to successfully deliver operations services.

Key Functions and Accountabilities:

1.Manage the operations in the Fiji Multi Country Office

• Serve as a member of the Senior Management team and provide advice and support to theCountry Representative on operational issues;
• Develop the annual workplan for the Operations Team and oversee its implementation and monitoring;
• Participate in review meetings and assess the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
• Manage business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions;
• Manage the implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues;
• Ensure a continuous and up-to-date flow of information between the MCO and RO and HQ;
• Oversee all operations activities, including finance, human resources, procurement, transport, IT, security, administration and ensure they follow UN Women rules, regulations, policies and procedures;
• Manage staff in Operations Team: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.

2.Oversee planning, expenditure tracking and auditing of financial resources

• Ensure strategic and efficient management of office and programme financial resources;
• Exercise proper financial controls;
• Report locally and to HQ on established structures; seek advice from RO when deviations may be necessary;
• Review and take corrective action as appropriate on audit findings;
• Perform Level 2 Committing Officer role in Quantum for voucher and Purchase Order (PO) approvals;
• Ensure the MCO’s compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities.

3. Oversee/Provide Human Resources services to the Fiji Multi Country Office

• Oversee recruitment processes; liaise with the RO/HQ and service providers as necessary;
• Oversee contracts; advise on appropriate contract modalities.

4. Oversee procurement processes

• Manage the provision of goods and services for the MCO and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements;
• Manage the preparation of procurement plans in the MCO;
• Participate/chair in local Procurement Review Committees (PRC);
• Manage MCO’s assets and liabilities and ensure proper inventory control.

5. Oversee information and communications technology (ICT) management

• Oversee the implementation of ICT systems;
• Ensure staff have access to Quantum functionality for improved business results and improved client services;
• Mange maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.

6. Serve as the focal point for security issues and ensure safety and security of staff

• Brief supervisor and UN Women personnel on security and safety matters and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;
• Ensure full security and safety compliance with the UN and UN Women regulations and processes;
• Liaise and work closely with Country Security Specialist, Regional Security Specialists and Global Security Advisor;
• In absence of Country Security Specialist, manage day-to-day security related matters; update personnel and dependents lists; provide reports;
• Ensure that personnel request appropriate security clearance for travel;
• Develop and maintain Business Continuity Plan.

7. Participate in inter-agency activities

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

8. Contribute to knowledge sharing between the Country Office and RO

• Ensure knowledge is shared and adequately applied between the MCOs and RO in the region.

9. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

• Strong knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system is an asset;
• Ability to provide advice and support;
• Ability to lead formulation and monitoring of management projects;
• Ability to handle confidential information
• Good negotiating skills
• Strong IT skills.

Recruitment Qualifications

Education and Certification:

• Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

• At least 5 years of progressive experience at the national or international level, in office management, operations or finance within the United Nations system;
• Experience in leading and building the capacities of Operations teams is required;
• Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems, preferably Quantum, and Oracle Cloud is required;
• Experience of accrual accounting, IPSAS or IFRS is highly desirable;
• Professional background in programming/ projects management would be advantageous.
• Experience working in the UN system in complex settings is desirable.

Languages

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

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.

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