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.
The work of UN Women in Moldova is guided by its new Country Strategic Note 2023-2027, aligned with the UN Sustainable Development Cooperation Framework for Moldova (2023-2027), UN Women Global Strategic Plan, National Programs and Strategies and aims to contribute to the gender-responsive implementation of the 2030 Agenda for Sustainable Development. The Strategic Note focuses on four main areas: 1) Ending Violence against Women; 2) Women’s Leadership and Governance; 3) Women’s Economic empowerment and 4) Humanitarian and Peace development nexus and UN Coordination on GE.
Since March 2022, in the context of the war in Ukraine and refugee crisis, UN Women implements several initiatives aimed to support Government, local authorities and civil society organizations with response efforts to immediate humanitarian needs of women and girls and efforts focusing on GBV services and protection.
Reporting to the Operations Manager the Operations Analyst provides support to the Operations Manager in main areas of the Moldova CO operations, this includes strategic financial and human resources management, efficient procurement and logistical services, security management, information and communications technology (ICT) and common services consistent with UN Women rules and regulations. The Operations Analyst additionally supports Operations Manager in providing advice to the Country 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 Analyst supervises Drivers/Admin Clerks and other technical personnel of 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 Analyst works in close collaboration with programme teams in the Office, 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. They also work in collaboration with operations staff in other UN Agencies.
Duties and Responsibilities:
Support coordination of the operations in the Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies:
Provide professional expertise and technical support to the Programme on operational issues;
Contributes to drafting of the annual workplan for the Operations Team and monitoring of its implementation;
Provide inputs to establishment of internal standard operating procedures in all areas of the Operations Team’s functions;
Implement corporate, budget, financial, procurement, and HR policies and systems and identify training for staff and project personnel on these issues;
Supervise operations personnel as per delegation of authority, including Drivers/Clerks and short-term consultants in operations Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching;
Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration;
Participates in the work of Country-level Operations Management Team and contribute to BOS implementation;
Support monitoring of programme partner agreements.
Provide support to Human Resources services:
Provide support in organization of recruitment processes and contract management;
Support development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms.
Provide procurement support and oversight:
Timely and duly prepare procurement plans for the office and coordinate projects’ plans preparation; monitor of and report on implementation of procurement plans;
Implement proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
Prepare and review submissions to the Procurement Review Committees (PRCs);
Monitor procurement contracts and Purchase orders and provide advice on contract management issues;
Monitor use of Long-Term Agreements issued by UN Women and LTAs signed by other Agencies;
Provision of guidance to staff on procurement policies and procedures.
Coordinates Assets and Leases Management:
Provide support to proper management, safeguard, data integrity and inventory controls of UN Women office ;assets, facilities and logistical services;
Support coordination of office maintenance, renovation works, management of office space ensuring efficiency; accessibility and improved well-being of staff;
Prepares new and extension of the leases and premises agreement in accordance with delegation of authority.
Provide support to Operations Manager in area of safety and security of staff and assets:
Act as alternate focal point on security;
Provide support to Operations Manager to ensure full compliance with MOSS and MORSS procedures on security of staff and office premises;
Provide professional recommendations to the Business Continuity Plan for the Country Office as necessary.
Contribute to knowledge sharing between the CO and RO:
Share knowledge with staff on different operational issues;
Prepares presentations and deliver trainings;
Oversee the use of internal databases and ensure proper archiving of information;
Supports management of data requests internal and external to the organization;
Ensure systematic knowledge sharing on procurement and administration by assisting in the organization of training workshops and in the development of knowledge tools.
Required Skills and Experience:
Education and certification:
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.
Experience:
At least 2 years of progressively responsible experience at the national or international level, in office management, operations or procurement;
Experience in working in a computer environment using multiple office software packages is required;
Experience in handling of web-based management systems and ERP systems, preferably PeopleSoft is required;
Experience in UN and specifically in UN Women is an advantage;
