Operations Officer, P2, Temporary Appointment, Bratislava, Slovakia Post# 128309 REQ# 571188 (8 months)

As part of the Ukraine refugee response, the UNICEF Regional Office for Europe, and Central Asia (ECARO) has established response offices in refugee hosting countries like Slovakia. As a Strategic Business Partner, the incumbent will be responsible to coordinate the operational activities in the Refugee Response Office in Bratislava, Slovakia with a view to support programme implementation, drive change, provide risk informed, solution-focused analysis, advice and services and contribute to programme and management decisions for delivering results for children in emergency contexts.
The Operations function is a strategic Business Partner role, assuring the best use of UNICEF assets in alignment with sound management practices, office priorities and goals to deliver results for children.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built, we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

For every child, A Future 

As part of the Ukraine refugee response, the UNICEF Regional Office for Europe, and Central Asia (ECARO) has established response offices in refugee hosting countries like Slovakia. As a Strategic Business Partner, the incumbent will be responsible to coordinate the operational activities in the Refugee Response Office in Bratislava, Slovakia with a view to support programme implementation, drive change, provide risk informed, solution-focused analysis, advice and services and contribute to programme and management decisions for delivering results for children in emergency contexts.

The Operations function is a strategic Business Partner role, assuring the best use of UNICEF assets in alignment with sound management practices, office priorities and goals to deliver results for children.

How can you make a difference?

With a direct reporting line to the Emergency Coordinator P4 in Slovakia, as a Strategic Business Partner, the incumbent will be accountable for operations functions, facilitate change, provide risk informed, solution-focused analysis, advice and services and contribute to programme and management decisions for delivering results for children in specific operational contexts.  Operations Officer will accomplish this by:

• Facilitating services in the functional areas of operations support: budget, financial management and reporting, facilities management, administration, supply and logistics management, information and communications technology, human resources, and safety and security in coordination with relevant ECARO focal points.
• Supporting the line managers to implement career development, opportunities for staff.
• Acting as member of relevant Senior Management Teams, representing the organizational risks, governance systems and policies, and supporting results-based management.
• Understanding business needs for the office, to propose viable solutions aimed at value for money.
• Providing contribution to Refugee Response Plan, Humanitarian Appeal (HAC), RRO Emergency Response Plan, and support to Results Based Management and implementation using Value for Money criteria.
• Supporting the fundamentals of ICT management, information security and controls in coordination with ECARO focal points.
• Supporting supply and logistics strategies and interventions to meet programmatic needs while ensuring Value for Money (VfM), including procurement of fit for purpose products and services in coordination with Turkey Supply Office and ECARO focal points.
• Providing regular feedback on risks and achievements of operations functions in the office.
• Supporting the management of office premises and facilities with a specific focus on inclusive accessibility, eco sustainability and common premises.
• Supporting the country office during external and internal audit reviews, contributing with audit observations and monitoring implementation of recommendations.
• Facilitating business transactions processed by GSSC from a perspective of Efficiency, Performance, Risk Management and Fraud prevention.
• Contribute to the office KPI monitoring at regular intervals to achieve the desired results.
• Process and/or review (as per delegated authority) the accurate and timely processing submission of payments (e.g., MIP, travel claims, pension fund, advances to governments etc), journal entries and other financial transactions within scope to the Global Shared Services Center (GSSC), ensuring compliance with budgetary limits, IPSAS and organizational regulations, rules, policies, procedures, standards of accountability, and ethics.
• Process/supervise (as per delegated authority) the disbursement of payments when done locally via bank letters, checks, PCard or petty cash.
• Process/supervise cash receipts and reconcile income contributions to ensure their timely deposit and recording in UNICEF systems.
• Manage bank, PCard, petty and cash on hand accounts transactions and operations in accordance with UNICEF/UN financial regulations and rules, policies, procedures, and local banking practices.
• Supervise a system to monitor and forecast periodic cash requirements.
• Manage payroll and liaising with regional office on any related grant related salary cost adjustment, in order to guarantee that OR, ORE and RR funded post are properly financed, as per planned.

The Operations Officer will be entrusted with the following five pillars, the core focus of all operations functions: Valuing People, Valuing Money, Valuing Risk Management, Valuing Systems and Structures, Valuing Partners.

Key functions, accountabilities and related duties/tasks:

Valuing People: Implement people resources strategies to promote technical competence and foster career progression and retention of a “fit for purpose”/ agile workforce.

• Facilitate an environment of management excellence, staff well-being and accessibility and inclusion through implementation of strategies, policies, procedures.
• Implement solutions related to people management and office culture, in close coordination with ECARO HR Focal Points.
• Support training strategy and requisite plans to bring about changes in knowledge, skills, abilities, and mind sets for Operations staff.
• Keep abreast of industry standards in management and finance and share best practices and knowledge learned within the office.
• Support Excellence in Operations in UNICEF derived from the five strategic pillars.

• Conduct periodic orientation activities for newly recruited staff and other staff members of the field office on financial and budgetary processes and procedures.

Valuing Money: Champion strategic resources to achieve organizational goals and ensure Value for Money (VfM)

• Ensure effective identification and use of resources in various concrete Value for Money (VfM) areas, including eco-efficiency and inclusivity, common premises, costing, results-based budgeting financial monitoring etc.
• Support implementation of various modalities of valuing resources through financing modalities such as budgeting and pre-financing modalities for supplies, cash-based transfer etc.
• Implement Supply plan for the office and stay abreast of the regional strategies.

• Plan and monitor the overall office budget in close coordination with the Emergency Coordinator and Programme Managers to ensure the smooth operation of the Office.
• Review Budgets of Workplans and PDs and provide inputs to Programme Associates / Officers and Specialists as part of funds management and use UNICEF resources optimally.

Valuing Risk Management: Enhance Risk Management to increase organizational performance and strengthen internal control

• Support the office with up-to-date information to make operational and programmatic risk informed decisions and improve performance, with the support of the enterprise Governance, Risk and Compliance (eGRC) platform.

• Support the Emergency Coordinator in strengthening of internal controls and enhancement of staff capacity on the application and interpretation of UNICEF accounting and financial rules, regulations, procedures, systems, and policies in your respective offices.

• Contribute and participate in testing of business continuity plans to ensure UNICEF organizational resilience to disaster, risks and staff safety and security as well as Emergency Preparedness and Response to humanitarian situations.
• Participate in review of internal controls and policies/guidance included in the Regulatory Framework, support appropriate implementation policies and procedures and provide feedback on policy and internal controls as appropriate.
• Support implementation mandatory anti-fraud systems, processes and actions, and share anti-fraud achievements within the office.
• Support mitigation of risks of engagement with external partners via appropriate, risk-informed due diligence.

Valuing Systems and Structures: Ensure further operational centralization and optimization for maximized efficiency gains

• Participate in the review of Operations processes and recommend measures to minimize cost, reduce duplication of work and maximize efficiencies while creating an environment of smarter controls to render the organization ready to respond to programme needs.
• Contribute to improving IT-enabled business processes to increase productivity and collaboration, better knowledge management, and ensure effective use of UNICEF assets.
• Provide contribution to CPMP and review operational structures in collaboration with Regional Chiefs of Operations and the Strategic Business Support unit in DFAM.

Valuing Partners: Strengthening internal and external-facing partnerships and leveraging UNICEF’s oversight and understanding of financial management across all areas of the office.

• Collaborate with programme and co-lead the office executing HACT assurance plan in coordination with the ECARO focal points.
• In coordination with the ECARO focal points, lead and facilitate the process of micro assessments, schedule audits/special audits for the Office through audit firms. Engage agencies for micro assessment scheduled audits and liaison with partners to ensure the smooth functioning of the audit team including the closure of high priority action points jointly with partners.
• Review all spot checks reports of the office specially for high priority findings and ensure closure of issues within agreed time frame.
• Participate in HACT trainings organized by the office for partners and provide technical inputs on quality financial operations for appropriate capacity-building, to partners.
• Supervise the monitoring of aging of DCT advances, implement office level SOP to keep the outstanding within the limit.
• Engage as stakeholders in the UN Reform, facilitating Business Operating Services (BOS) and proactively paving the way for a potential “one back office” in country offices.

IV. Impact of Results

The ability of the Operations Officer to effectively support the operations functions for the efficient delivery of related services, directly impact on program performance, resource mobilization and delivery of results for children. This in turn contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of funds and resources entrusted to the organization and to furthering UNICEF’s image as a competent organization for delivering cost effective and sustainable program results in regular and emergency settings.

The ability of the Operations Officer to support assessment, mitigation, monitoring, review and reporting on the most significant risks that could potentially harm the organization, is a critical element of UNICEF’s risk and internal control performance management framework. Risk management skills are necessary to safeguard UNICEF’s reputation, resources, continuity of operations and reputation to fulfill our primary mission to save and protect children, globally.

To qualify as an advocate for every child you will have…

The following minimum requirements:

Education:

• A first university degree (equivalent to a Bachelor’s) from an accredited institution is required in: Business management, financial management, Accounting, ICT, Public Finance. Related operations function (Supply Chain, Human Resources, Information Technology, International Business, Project management, etc.).

Work Experience:

• At least (2) years of relevant work experience at the national and/or international level, is required, specifically in one or more operations management area including budget; financial management and reporting; facilities management; administration; supply and logistics management; information and communication technology; human resources.
• Experience in a UN system agency, large private or public company, or experience working in a developing country and/or humanitarian/ emergency context is an asset.
• For country offices with a significant private sector fundraising operation, prior experience working with or in the private sector, and supporting private sector fundraising, is an asset.
• Experience in working with corporate ERPs (Enterprise Resource Planning) and IPSAS (International Public Sector Accounting Standards) is highly desirable.
• Understanding of Results Based Management is a requirement.
• Experience in supporting successful client-oriented work units is required.
• Familiarity with Microsoft Office applications is required.

Language Requirements:

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

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others (8) Nurtures, leads and manages people) for a supervisory role. 

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. 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.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

The total duration for this position is for 8 months with an end date of 31 December 2024. 

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.