I. Position Information
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Title
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Operations Manager*
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Organization
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United Nations Entity for Gender Equality and Empowerment of Women (UN WOMEN)
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Grade
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NO-C
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Supervisor
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Representative – UNWOMEN Dhaka
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Duty Station
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Dhaka, Bangladesh
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Type of Contract
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Fixed-term Appointment
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Number of Positions
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One
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Duration
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One year (renewable)
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*Open only for Bangladeshi nationals
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This vacancy is open to applicants of either sex with an approach to
have a workforce which reflects diversity and gender balance, to
promote equal opportunities. UN does not solicit or screen for
information in respect of HIV or AIDS status. All selections are based
on merit.
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II. Organizational Context
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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.
Placing women’s rights at the center of all its efforts, UN Women leads
and coordinates United Nations system efforts to ensure that commitments
on gender equality and gender mainstreaming translate into action
throughout the world. It provides strong and coherent leadership in
support of Member States’ priorities and efforts, building effective
partnerships with civil society and other relevant actors.
UN
WOMEN set up its office in Dhaka in 2006 at the invitation of the
Government of Bangladesh and since then has been supporting the
implementation of various programmes. Some of the specific programme
areas in which UN WOMEN is involved in Bangladesh include supporting the
government institutions in strengthening the national structures and
mechanisms for gender mainstreaming in all relevant government
programme; projects, policies, actions and budgets; ensuring safe
migration of women; supporting efforts for the elimination of violence
against women; combating HIV/AIDS; CEDAW learning and sharing both at
national and regional levels; promoting economic security for women;
supporting excluded women’s network; and taking the Beijing biennial
review process forward.
UN
WOMEN has consolidated and intensified its work with a range of
stakeholders in Bangladesh including the government, the civil society,
women’s organisations, UN agencies and donors, towards the promotion of
gender equality and women’s empowerment. UN Women is closely working
with the government and other stakeholders and has the wherewithal to
influence policymaking as it has built its credibility on issues of
women’s empowerment in Bangladesh.
Under the
direct supervision of the UN Women Representative, the Operations
Manager serves as a member of the senior management team, with oversight
responsibilities for all aspects of Country Office (CO) 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 UN Women
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 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 CO,
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 Sub-regional Office and HQ staff and
Government officials to successfully deliver operations services.
The
main role is to lead the operations team, ensuring the smooth
functioning of all support services in the CO/MCO and to the Country
Programme, and consistent service delivery including constant evaluation
and readjustment of the operations services to take into account
changes in the operating environment as and when needed.
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III. Functions and key results expected
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Summary of Key Functions:
1. Lead and guide the Operations Team in the provision of results-oriented support services to the CO and Country Programme.
2. Ensure
oversight, quality assurance, and compliance with corporate guiding
principles, rules, policies, and strategies in the area of Operations.
3. Manage budgetary planning, monitoring and financial administration
4. Ensure the provision of the full range HRM services (.eg recruitment, contract administration, staff development, etc) to the CO
5. Provide efficient procurement and logistical services and supervision through the Procurement team
6. Information and communication management and supervision of ICT team
7. Common Services organization and management, establishment of partnerships with other UN Agencies
8. Focal Point for security issues, and ensures security plans and related infrastructure is in place.
Description of Functions:
1. Lead and guide the Operations Team in the provision of results-oriented support services to the CO and Country Programme.
· Consult within Office and with all Operations staff to develop an annual workplan for the Operations Team.
· In
collaboration with the Operations team review the quality and
timeliness of services provided by reference to corporate standards and
by reference to standards/indicators established within the Office or
Operations Unit.
· Plan and monitor staff leave and absences such that there is minimal disruption to Operations services.
· Carry
out objective performance monitoring of the work of the Team, and
ensure performance monitoring and evaluation of each individual staff
member within it.
2. Ensure
oversight, quality assurance, and compliance with corporate guiding
principles, rules, policies, and strategies in the area of Operations.
· Ensure
compliance of operations with UN/UN Women rules, regulations and
policies, implementation of corporate operational strategies,
establishment of management targets and monitoring of achievement of
results.
· Carry
out CO business processes mapping and establishment of internal
Standard Operating Procedures (SOPs) in Finance, Human Resources
Management, Procurement, Logistical and ICT services.
· Constant
monitoring and analysis of the operating environment, timely
readjustment of the operations, advice on legal considerations and risk
assessment.
· Knowledge
building and sharing with regards to management and operations in the
CO, organization of the operations staff trainings, synthesis of lessons
learnt/best practices, and sound contributions to relevant knowledge
networks and communities of practice.
· Participation in Operations Management Team for effectiveness, efficiency, coherence and impact of UN operational activities.
· Serve
as a member of the senior management team. Provide advice and support
to the UN Women Representative on operational issues.
· Work closely with Regional Office and HQ on follow-up to audit recommendations and observations.
3. Manage budgetary planning, monitoring and financial administration
· Proper
planning, expenditure tracking and audit of financial resources,
including extra-budgetary income in accordance with UN Women rules and
regulations.
· Proper
management of the contributions management business process and
accounting for contributions to ensure that the money due to UN Women is
properly identified, consistently and uniformly classified, recorded on
a timely basis and received with sufficient supporting documentation.
· Performance of Manager Level 2 role in ATLAS for voucher and PO approvals,
· Monitoring
of financial exception reports for unusual activities, transactions and
investigation of anomalies or unusual transactions. Provision of
information to supervisors and other UN Women staff at Regional
Office/HQ of the results of the investigation when satisfactory answers
are not obtained.
· All
financial transactions are identified, recorded and verified in
compliance with IPSAS as outlined in the corporate policies and
procedures.
· Full
compliance with UN Women rules, regulations and policies of financial
activities, financial recording/reporting system and follow up on audit
recommendations, implementation of effective internal controls, proper
functioning of a client oriented financial resources management system.
· Finance
business processes mapping and elaboration /establishment of internal
Standard Operating Procedures in Finance, control of workflows in the
Finance unit.
· Continuous analysis and monitoring of financial situation, presentation of forecasts for development and management projects.
· Organization
and oversight of CO cash management processes, including liquidity
management, recommendation of impress level, risk assessment, timely
accounting and reconciliation of all transactions, security for cash
assets on site.
4. Ensure
the provision of the full range HRM services (.eg recruitment, contract
administration, staff development, etc) to the CO/MCO
· Oversight of recruitment processes in accordance with UN Women rules and regulations.
· Contract
management including appropriate use of different contractual
modalities, and effective timely contract management. Ensure timely
recruitment by good human resource planning and a proactive approach to
ensuring the Office is fully staffed at all times.
· Establishment, maintenance and implementation of the proper performance management.
· Help implement the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.
· Ensure proper administration of staff benefits and entitlements and ensure staff is advised on request on entitlements.
· Engage fully in change management when adapting organizational structure and staffing to new programme realities.
· Ensure CO compliance with corporate human resources policies and strategies.
5. Provide efficient procurement and logistical services and supervision through the Procurement team
· CO
compliance with corporate rules and regulations in the field and
elaboration of the CO procurement strategies including sourcing
strategy, supplier selection and evaluation, quality management,
customer relationship management, e-procurement promotion and
introduction, performance measurement.
· Elaboration
of the CO/MCO contract strategy including tendering processes and
evaluation, managing the contract and contractor, legal implications.
Oversight of procurement processes and logistical services in accordance
with UN Women rules and regulations, OM acting as Manager Level 2 in
ATLAS for Purchase orders approvals.
· Proper
management of UN Women assets, facilities and logistical services,
including full compliance with IPSAS in the accounting for the
procurement, utilization and disposal of the CO’s assets.
6. Information and communication management and supervision of ICT team
· Use of ATLAS functionality for improved business results and improved client services.
· Identification
of opportunities and ways of converting business processes into
web-based systems to address the issues of efficiency and full
accountability.
· Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
· Identification
and promotion of different systems and applications for optimal content
management, knowledge sharing, information provision and learning
including e-registry, web-based office management system, etc.
7. Common Services organization and management, establishment of partnerships with other UN Agencies
· Ensure integrated activities on common services within the context of the UN reform.
· Implementation of common services in line with the latest developments in common services and best practices.
· Establishment
of collaborate arrangements with potential partners, a Client
relationship Management system for appropriate operational partnership
arrangements.
8. Focal Point for security issues, and ensures security plans and related infrastructure is in place.
· Acts
as the UN Women Security Focal Point, ensuring effective functioning of
systems, including those to ensure the safety and security of UN Women
staff in accordance with UN rules and regulations. Briefs UN Women
Representative and staff on security matters and disseminate relevant
information as advised by UNDSS.
· Full compliance of MOSS and MORSS procedures on security of staff and office premises.
· Liaises with HQ-based Security Adviser or his/her designated staff member on all security matters
· Ensures that personnel request appropriate security clearance for travel
· Ensures that CO personnel and UN Women visitors are briefed on security
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IV. Impact of Results
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The key results have an impact on the overall effectiveness of the Country Programme implementation and on the
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V. Competencies
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Core values and Guiding principles:
Integrity:
Demonstrate
consistency in upholding and promoting the values of UN Women in actions
and decisions, in line with the UN Code of Conduct.
Professionalism:
Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity:
Demonstrate
an appreciation of the multicultural nature of the organization and the
diversity of its staff. Demonstrate an international outlook,
appreciating difference in values and learning from cultural diversity.
CORE COMPETENCIES:
Ethics and Values:
Demonstrate and safeguard ethics and integrity
Organizational Awareness:
Demonstrate corporate knowledge and sound judgment
Development and Innovation:
Take charge of self-development and take initiative
Work in teams:
Demonstrate
ability to work in a multicultural, multi ethnic environment and to
maintain effective working relations with people of different national
and cultural backgrounds.
Communicating and Information Sharing:
Facilitate and encourage open communication and strive for effective communication
Self-management and Emotional Intelligence:
Stay
composed and positive even in difficult moments, handle tense
situations with diplomacy and tact, and have a consistent behavior
towards others
Conflict Management:
Surface
conflicts and address them proactively acknowledging different feelings
and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing:
Encourage learning and sharing of knowledge
Appropriate and Transparent Decision Making:
Demonstrate informed and transparent decision making.
FUNCTIONAL COMPETENCIES:
· Ability to lead strategic planning, results-based management and reporting
· Ability to lead formulation and monitoring of management projects
· Ability
to lead business processes re-engineering, implementation of new
systems (business side), and affect staff behavioral/ attitudinal change
· Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback.
· Models and promotes transparency, honesty and openness.
· Leads
teams effectively, demonstrating emotional intelligence and good
judgment. Good mentoring as well as conflict resolution skills
· Demonstrates understanding of client’s perspective
· Demonstrate a respect for confidentiality when dealing with individual staff members issues.
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VI. Recruitment Qualifications
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Education and certification:
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· Master’s degree or equivalent in Business Administration, Public Administration, Finance, Economics, or related field.
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Experience:
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· Minimum of 5 years of relevant experience at the national or international level in managing staff and operational systems.
· 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.
· Experience of accrual accounting, IPSAS or IFRS is highly desirable.
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Language Requirements:
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· Fluency in English and National language of the duty station.
· Knowledge of the other UN working language is an asset.
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Interested applicants should apply for the vacancy, using the “Personal History Form - P 11” and the latest CV.
Application to this vacancy should be sent to jobs.india@unwomen.org.
Please insert Vacancy Announcement Number in the Subject of the E-mail. Applications without the Vacancy Number or with the incorrect Vacancy Number will not be accepted. Applications received after the closing date will not be accepted.
Please insert Vacancy Announcement Number in the Subject of the E-mail. Applications without the Vacancy Number or with the incorrect Vacancy Number will not be accepted. Applications received after the closing date will not be accepted.
NOTE: Only short-listed candidates will be contacted.
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