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.
Reporting to the Country Representative the Operations Manager in the Haiti Country Office serves as a member of the senior management team, with oversight responsibilities for all aspects of the Haiti Country Office 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 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 Manager leads and guides the Haiti 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 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. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office and HQ staff and Government officials to successfully deliver operations services.
The UN System in Haiti as well as other institutions including Embassies, NGOs and government, are suffering from huge numbers of resignations of national staff mostly leaving the country due to increasing insecurity and economic instability making their lives very difficult to handle. In addition to this, UN women Country office is soon launching its new Strategic Note targeting more resource mobilization to respond to the new UN security council resolution 2699 adopted on 2nd October 2023 authorizing a multinational security support Mission for Haiti. UN women decided to strengthen the Haiti country office with a P3 Operation Manager for the office to handle the upcoming needs of the office in a particular context.
Duties and Responsibilities:
Manage the operations in the Haiti Country Office (CO):
Serve as a member of the Senior Management team and provide advice and support to the Country Representative on operational issues;
Develop the bi-annual workplan for the Operations Team and oversee its implementation and monitoring;
Participate in review meetings and assess the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
Manage business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions;
Manage the implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues;
Ensure a continuous and up-to-date flow of information between the CO and RO and HQ;
Oversee all operations activities, including oversight of field office operations as well as overall CO finance, human resources, procurement, transport, IT, security, 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.
Oversee planning, expenditure tracking and auditing of financial resources:
Ensure strategic and efficient management of office and programme financial resources;
Ensure Annual work planning is adequately performed against available resources
Exercise proper financial controls;
Report locally and to HQ on established structures; seek advice from RO when deviations may be necessary;
Support the audit processes, review, and take corrective action as appropriate on audit findings;
Perform Level 2 Committing Officer role in Quantum for approvals;
Ensure the CO compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities.
Oversee/Provide Human Resources services to the Haiti Country Office:
Oversee recruitment processes; liaise with the RO/HQ and service providers as necessary;
Ensure new staff orientation and induction
Oversee contracts; advise on appropriate contract modalities.
Support the CO on strengthening duty of care matters
Oversee procurement processes and assets management:
Manage the provision of goods and services for the CO and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements;
Manage the preparation of procurement plans in the CO;
Chair the local Procurement Review Committees (PRC);
Manage CO’s assets and liabilities and ensure proper inventory control and asset disposal, including project assets.
Oversee identification of strong suppliers to keep in UN women Haiti Rosters
Monitor the fraud risk register and keep UNWOMEN staff aware of the office commitment
Oversee information and communications technology (ICT) management:
Oversee the implementation of ICT systems;
Ensure staff have access to Quantum functionality and proper training for improved business results and improved client services;
Manage maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
Serve as the focal point for security issues and ensure safety and security of personnel:
Brief supervisor and UN Women personnel on security and safety matters and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;
Ensure full security and safety compliance with the UN and UN Women regulations and processes;
Liaise and work closely with Country Security Specialist, Regional Security Specialists and Global Security Advisor;
In absence of Country Security Specialist, manage day-to-day security related matters; update personnel and dependents lists; provide reports;
Ensure that personnel request appropriate security clearance for travel;
Develop and maintain Business Continuity Plan.
Participate in inter-agency activities:
Represent UN Women in inter-agency meetings and working groups on operations issues to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc;
Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration.
Contribute to knowledge sharing between the Country Office and RO:
Ensure knowledge is shared and adequately applied within the CO and between the COs and RO in the region
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 5 years of progressively responsible experience at the national , in office management, operations or finance;
At least 2 years of experience at international in office management or operation
Experience in leading a team 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 Oracle Cloud, is required;
Experience in a developing country or conflict/post-conflict setting is desirable.
Experience of accrual accounting, IPSAS or IFRS is highly desirable;
Professional background in programming/ projects management is desirable.
