Overview
The Operations Analyst has oversight responsibilities for all aspects of SPU’s operations, including financial and human resources management, procurement, logistical services, security, and ICT. The role also supports programmatic functions related to knowledge and document management, audits, and planning, monitoring, and reporting.
Key Responsibilities
- Coordinate operations in SPU in accordance with UN Women rules and regulations and policies and procedures
- Draft and implement annual workplans for the operations workstream in SPU
- Implement corporate budget, financial, procurement, and HR policies and procedures within SPU
- Oversee all operations activities within SPU, including budget, finance, human resources, procurement, IT, security, and administration
- Coordinate and facilitate recruitment processes and contract management for staff posts, consultants and interns
- Act as HR/Leave Monitor in SPU
- Support the chief of the unit to ensure all personnel in SPU complete all the mandatory training
- Support logistics and travel arrangements of official travel missions of SPU
- Provide overall administrative and logistical support for events organized by SPU
- Organize learning sessions on operations-related matters
- Coordinate the resource planning and expenditure tracking
- Exercise proper financial controls in SPU and provide technical expertise and support for management of financial resources
- Conduct proper planning, expenditure tracking and audit of financial resources
- Create projects in Quantum, proper required budget revisions, revision of project award and project status, determine unutilized funds, operational and financial close of a project
- Ensure all the financial transactions are identified, recorded and verified in compliance with corporate policies and procedures of UN Women
- Monitor and report on SPU’s delivery and balance against workplan activities on quarterly basis, and manage timely budget revisions in Quantum
- Oversee procurement processes and assets management
- Manage the provision of goods and services for SPU following established corporate procedures
- Provide professional recommendations to the preparation of procurement plans of SPU and support in monitoring implementation based on workplan activities
- Ensure proper management, safeguard, data integrity and inventory controls of SPU assets, facilities and logistical services
- Coordinate Asset verification activities in accordance with Asset Physical Verification Procedure
- Serve as the focal point for information and communications technology (ICT) management and security issues in the unit
- Oversee the implementation of corporate systems in SPU
- Brief SPU staff on security matters and disseminate relevant information
- Ensure full security and safety compliance of SPU with the UN and UN Women regulations and processes
- Liaise with HQ-based Security Advisor or their designated staff member on all security matters
- Provide coordination and technical support to SPU
- Provide coordination support for the development of SPU components of workplans and budget
- Coordinate with colleagues in SPU to ensure that monitoring and reporting exercises for SPU components of SPRED workplans and budgets are completed in a timely manner
- Provide coordination and technical support for organizing mid-year and annual review meetings on SPU components of workplans
- Support preparation of SPU weekly team meetings and implementation of follow-up actions
- Coordinate within SPU to ensure effective documents and knowledge managements are in place
- Provide support for internal and external audits and other assessments, including collection of data and documents
- Contribute to system enhancement of PRISM by participating in User Acceptance Tests (UATs)
Required Experience
- Minimum 2 years of extensive and progressively responsible experience in office management, operations or budget/finance in a large international and/or corporate organization.
- Experience in programme/project management is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
- Experience in international development and/or humanitarian work at the country, regional and/or global level is desirable.
- Experience in the UN system is desirable.
- Experience in drafting, implementing, monitoring and reporting of workplans is desirable.
- Experience in documents management with use of online platforms to support strategic planning processes, RBM and/or PPG is desirable.
- Experience in strategic planning and/or RBM is desirable.
Qualifications
- 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.
