Overview
The Operations Manager provides leadership and advice on all aspects of office management and operations, including strategic financial and human resources management, efficient procurement and logistical services, ICT and common services, consistent with UN and UN Women rules and regulations. The role supports the Head of Security on all issues related to staff well-being and is responsible for the smooth functioning and results-oriented management of operations in the Country Office.
Key Responsibilities
- Manage and oversee the operations within the Ukraine CO.
- Serve as a member of the Senior Management team and provide advice and support to the Representative and Deputy Representative on operational issues.
- Oversee the work of Operation Team in the CO.
- Develop the annual workplan for the Operations Team and oversee its implementation and monitoring.
- Participate in review meetings to assess the managerial and operational capacities of implementing partners.
- Determine optimal techniques and business processes; lead business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions in collaboration with the RO.
- Oversee and monitor implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues in the CO.
- Ensure a continuous and up-to-date flow of information between the CO and RO on operations matters.
- Oversee all operations activities, including finance, human resources, procurement, transport, 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.
- Provide Strategic Risk Management Oversight and Coordination.
- Lead strategic coordination of UN Women's Enterprise Risk Management (ERM) framework implementation in the CO.
- Serve as technical advisor to CO Representative on risk management matters.
- Maintain an integrated CO risk register.
- Escalate significant concerns to CO Representative and to the RO OM.
- Build CO risk management capacity.
- Ensure effective CO risk management for Regional Office operations.
- Coordinate partner risk assessment and audit processes.
- Coordinate with RO and HQ Division of Management and Administration on ERM framework updates and regional implementation.
- Manage planning, expenditure tracking and auditing of financial resources.
- Ensure strategic and efficient management of office and programme financial resources.
- Exercise proper financial controls.
- Report to the regional level and to HQ on established structures.
- Work closely with RO/HQ on audit processes.
- Monitor and manage core and extra-budgetary resource allocations with the Deputy Representative.
- Perform Manager Level 3 Committing Officer role in Quantum for voucher and PO approvals.
- Ensure CO compliance with Internal Control Framework, Delegation of Authority, and segregation of duties and responsibilities.
- Oversee procurement processes.
- Manage the provision of goods and services as needed for SN implementation and projects.
- Oversee procurement in the CO.
- Oversee the preparation of the CO procurement plans.
- Participate/chair in Procurement Review Committees.
- Oversee CO assets and liabilities and ensure proper inventory control.
- Oversee information and communications management.
- Oversee the implementation of ICT systems, including cybersecurity controls and data protection measures.
- Ensure staff have access to Quantum functionality.
- Oversee maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
- Serve as the focal point for staff well being and support the work of the security team.
- Ensure that personnel and dependents lists are updated.
- Ensure staff well being and safety compliance.
- Develop and maintain Business Continuity Plan for the CO with the Security Specialist.
- Ensure that all staff are provided with all necessary equipment, services and support to ensure well being under challenging security situations.
- Participate in inter-agency activities.
- Represent UN Women in inter-agency meetings and working groups on operations issues.
- Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration.
- Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Required Experience
- At least 7 years of progressively responsible experience at the national or international level, in office management, operations or finance is required.
- Experience in leading a team is required.
- Experience working in an international emergency/humanitarian context is required.
- Experience coordinating with partners and stakeholders 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 PeopleSoft is required.
- Experience implementing risk management frameworks or conducting risk assessments is highly desirable.
- Experience with fraud prevention, internal controls, or audit processes is highly desirable.
- Experience conducting partner due diligence or vendor risk assessments is desirable.
- Experience of accrual accounting, IPSAS or IFRS is highly desirable.
- Professional background in programming/ projects management is desirable.
- Experience in the UN system 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.
