Senior Operations Officer

The ILO seeks to recruit the services of a Senior Operations Officer in Addis Ababa for the implementation of the ILO “Better regional migration management” (BRMM) Project financed by the UK Government Foreign Commonwealth and Development Office (FCDO) and “Programme for Implementation of Djibouti Declaration on Labour, Employment and Labour Migration (PIDD).

The overall objective of the BRMM project is to strengthen the capacity of countries in East Africa and Horn of Africa to govern labour migration by using evidence-based policies, enhance migrant workers’ qualifications and skills, and actively engage the social partners. The BRMM Project Phase II will build on the work carried out by BRMM Project Phase I and cover 3 interrelated components of intervention, namely:

I.    Labour migration policies and programmes that support productive migration in East Africa and Horn of Africa are evidence-based and gender sensitive.
II.   Labour migration governance is more equitable and effective recognizing skills and facilitating social inclusion and decent work.
III.  Labour migration governance is strengthened through being more inclusive of social partners.

The overall objective of the Program for the Implementation of the Djibouti Declaration on Labour Employment and Labour Migration is for IGAD Secretariat, IGAD Member States and Social Partners put in place and implement appropriate legislations, policies, systems, practices to advance decent employment opportunities for citizens particularly youth, women and migrant workers and facilitate regular labour migration in and from the IGAD region. With the ambit of this overall objective, the program will have four specific objectives, namely:

I.     Youth, Women, migrants and other vulnerable groups in the IGAD Region have access to decent employment opportunities
II.    Potential Migrants and Migrant workers in and from the IGAD Region have improved opportunities for regular labour migration
III.   Effective and inclusive national and regional social dialogue systems and practices are institutionalized and strengthened in the IGAD region
IV.    Migrant workers and workers in the rural and informal economy have improved coverage by social security systems.

The Projects will draw on existing or recently completed ILO interventions in East and Horn of Africa and beyond and seek synergies and complementarities in interventions, avoiding overlapping and duplication, with other similar projects in the region, such as Free Movement of Persons & Transhumance, FAIRWAY, Joint Labour Migration Programme etc. thus improving the sustainability of the proposed activities. The two projects will be implemented in Ethiopia, Djibouti, South Sudan, Sudan, Somalia, Kenya, Uganda, and Tanzania.

As a team member, the incumbent provides comprehensive and professional services in the design and delivery of operational services that facilitate the implementation of the Project’s programme of work. The incumbent oversees finance and administration areas and may also be required to oversee other operational areas such as procurement, facilities, and asset management and security. Services are delivered in an efficient, effective and client-oriented manner and include the use of the enterprise resource planning (ERP) system. The incumbent contributes to the development and enhancement of work methods and procedures. Work is governed by established rules, regulations, policies, procedures, and guidelines.

The Senior Operations Officer will work under the direct supervision of the CTA for the Better Regional Migration Management (BRMM). The incumbent has a high degree of independence in completing work assignments. Supervision received is focused on the overall delivery of results impacting the Office.

Internal contacts are with staff and managers in field offices, project locations and headquarters to build and maintain effective working relationships, exchange information and gain agreement on operational issues for the improvement of services.

External contacts are primarily with banks, service providers, United Nations (UN) agencies, and working groups, non-governmental organizations (NGOs) and other international organizations to maintain effective working relationships, clarify requirements and resolve issues, and to discuss best practices and latest developments in the concerned operational area.

• Provide substantial professional services in the design and delivery of operational services encompassing finance, and administration areas. Oversee procurement, facilities and asset management, security, transport, registry and messenger services, as required. Assess and anticipate operational and staffing requirements and contribute to the development of the project’s workplan and preparation of the budget revision proposals.
• Oversee the work of and provide guidance to staff in concerned operational areas. Supervise staff as applicable. Conduct training in relevant operational areas and provide briefings and induction to new operations staff of the project.
• Manage the financial operations and accounting services of the Office covering accounts payable and receivable, approval of payments, accounts reconciliation, forecasting and year-end closing of accounts. Act as Certifying Officer for the Office. Prepare financial reports for management.
• Oversee and provide professional support for the delivery of a range of operations and procurement services.
• Participate in budget analysis and projections, as required. Provide information upon request.
• Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Review and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.

• Prepare annual plans identifying the Office’s major procurement requirements. Oversee the drafting of procurement requests and submit for clearance as appropriate. Prepare or oversee the preparation of standard solicitation documents. Conduct bidding processes ensuring compliance with applicable standards and participate in the analysis and evaluation of received proposals. Prepare for approval purchase orders within delegated authority. Provide guidance to concerned parties on contractual rights and obligations and recommend amendments to and extensions of contracts.
• Keep abreast of changes to applicable standards and best practices. Share knowledge and provide guidance to staff.
• Monitor the efficiency and effectiveness of work methods and processes and make recommendations for improvements. Liaise closely with staff and managers to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
• Conduct research and analyse data and information on a variety of operational related subjects. Prepare analytical reports to contribute to programme/project monitoring and provide inputs to reports and other communications.
• Follow up on internal and external audit recommendations and draft responses to audit inquiries and observations for consideration of the supervisor.
• Perform other relevant duties as assigned.

• University degree (bachelor’s or equivalent) in a field relevant to the job.

• Minimum of three years of professional work experience in administrative or operational areas, including in finance. Experience in working with multiple modules of an enterprise resource planning (ERP) system.

• Excellent knowledge of English and Amharic languages is mandatory.

• Good knowledge of financial principles and concepts.
• Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office.
• Knowledge of project management and the (business) project cycle.
• Knowledge of UN Common System policies in the area of administration and operations.
• Knowledge of the substantive nature of Organization’s work programmes and activities.
• Knowledge of methods and techniques for designing and assessing quality and efficiency of process execution.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, takes responsibility for performance, Quality orientation, Collaboration], this position requires:

• Ability to interpret and work within applicable rules, regulations, policies and procedures.
• Ability to adapt quickly to new software and systems.
• Analytical skills with ability to make sound judgments and decisions on operational issues. Good drafting skills and ability to prepare analytical reports on a range of operational areas.
• Ability to oversee the work of and provide guidance to staff.
• A high degree of discretion with sense of responsibility in dealing with confidential matters. Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to manage competing priorities.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes