The Operation Officer is responsible for providing a range of operational management support activities to the Division of Operations and reports directly to the Executive Officer with a functional reporting line to the Director of Operations (DIR/ADM/OPS). He/She will give appropriate and consistent interpretation and application of operations policy and procedures implemented to support activities covered by the mandate of the Division.
In particular, the incumbent will be expected to perform the following activities:
Property Management And Mail Distribution:
Maintain proper Property Management systems for accurate tracking of fixed assets and small attractive items.
Carry out periodical physical inventory, correct any anormalies on timely basis and proceed data reconciliation to ensure the data in the system is up to date and accurate.
Coordinate and liaise with focal points on property management across the Organization and provide guidance and training on property management whenver required.
Report and suggest any areas for improvement that could simplify and/or improve the efficiency of the process.
Supports the Contracts Committee (acting as property survey board) with the implementation of its recommendations and the improvement of asset utilization and diposals
Provide daily supervision on Asset and Mail Distribution unit
Contract Management Of Outsourced Services:
Provide effective administration of contracts on outsourced services such as Cleaning, Catering, Gardening, Property Insurance throughout the creation and implementation stages.
Ensure that services are delivered with the agreed performance and quality level by setting up monitoring measures such as KPIs and Annual workplan with the service providers. Perform regular and periodical checks to verify that the all contractual obligations are met.
Maintain and develop an open and constructive relationship with the service providers. Keep smooth communication with service providers so that any areas of concerns can be addressed on timely basis and action can be taken proactively.
Coordinate with other cooperate services to maintain a transprent, harmonised and efficient internal procedure on the administration of various aspects of the contracts.
Act as focal point on the outsourced services for UNESCO and to report and suggest any changes on business requirement that might improve the content of the contract as well as the better delivery of the services.
Others:
Provide backstopping support to other activities of the Section such as Transport and Fleet Management and data analysis and reporting.
Required Qualifications:
Education:
Advanced university degree (Master's or equivalent) in the field of Finance, Business Administration,Accounting, Economics, or closely related discipline
Work Experience:
Minimum of 4 years of progressively responsible relevant professional experience in management,finance and administration or related field areas of which preferably 2 years at international level.
Skills:
Strong analytical, problem solving, organizational and coordination skills.
Ability to express clearly and concisely, ideas and concepts in written and oral form.
Ability to provide policy advice and assistance to decision makers.
Excellent interpersonal and communication skills.
Capacity to diagnose and resolve multiple and concurrent problems.
Demonstrated capacity to interpret strategy into priorities and actions.
Familiarity with the work and general functioning of international organizations and/or the UN System.
Languages:
Excellent knowledge (written and spoken) of French or English and good knowledge of the other language.
