Operations Manager, P-3

UNICEF, Kuala Lumpur, Malaysia

Skill Required:, HR and AdminPolicy/ Advocacy and Campaign
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
24th September, 2015

Job Description

Purpose of the Position

- As the Head of Operations of a small/medium-sized office or sub office, the incumbent is accountable for management of cost effective, efficient and secure operations, in support of management, administration and implementation of the country programmes.
- The incumbent will manage the office's operations (finance, HR, ICT, admin and procurement) related functions in accordance with strategy, plans and decisions made by Regional Management Team and Country Programmme Management Teams.
Key Expected Results

1. Effective operations of the financial, human resource and administrative management

- Manage and ensure the effective, equitable and efficient operations of the office's finance, human resource and administrative systems to support and facilitate the attainment of programmatic goals and objectives by meeting changing operations requirements.

2. Policy interpretation and application

- As technical professional and manager, accountable for the correct and consistent application of organizational policies and procedures in the management of finance and administrative functions through the provision of technical leadership and operational support to the country office.
- Contribute to goal and regional strategic planning and policy changes/formulation on operational matters as necessary; provide technical input to contribute to the establishment of operational guidelines in close coordination with the head of office, the Regional Operations Officer and DFAM.
- Implement the effective communication, training, roll-out, monitoring and evaluation of new operational initiatives, guidelines and procedures.

3. Fiduciary integrity/responsibility for funds and assets

- Safeguard the financial resources entrusted to the office by advising on and/or managing financial assets, financial planning and cash management activities and by recommending improvements to the integrity/responsibility for funds and assets taking decision on all operational transactions, disbursement of funds, and administrative arrangements.
- Ensure efficient, cost-effective and transparent utilization of resources through knowledge and technology transfer between offices and consistency of approaches.

4. Leadership in strategic planning and policy formulation in the areas of operations

- Play a major role in strategic planning and decision-making within the UNICEF Operations and provide sound professional input and oversight to the development, reform and change of financial, human resource and administrative policies, system and procedure.
- Participate in effective management process by providing technical advice and support to corporate committees (including PBR, RMTs, CMT, JCC, CRC, PSB, CRB, etc).

5. Office Services

- Ensure the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.
- Under the auspicious of the Inter-Agency Operations Management Team, support approaches for enhancing UN Business Operation Strategy and common services to attain efficiencies and effectiveness.

6. Country Programme Management Plan (CPMP)

- Development of the finance, budget and administrative components of the CPMP is timely completed; participate in the review of the office structures and operations, and compilation of required job descriptions, prior to budget preparation, in line with the country programme commitment; contribute to the preparation of budget and accompanying justification and documentation. Participate in country programme strategy, development, planning and preview/review meetings, to identify staffing and administrative operational requirements. Within the framework of the CPMP, coordinate and contribute towards human resource planning.

7. Compliance and Internal Control

- Monitor and manage budget process. Ensure all other operational reporting requirements are fully met for the office. Monitor compliance with all operational systems and procedures and ensure integrity in all financial, and other administrative operations of the office.
- Serve as the focal person for office management indicators; ensure all other operational reporting requirements are fully met for the office; in collaboration with the Deputy Representative, ensure the implementation of agreed audit recommendations; advise on corrective measures to be taken and establish relevant internal controls. Develop training activities to ensure effective operational performance and efficiency.

8. Staff and Learning Development

- Develop training activities to ensure effective operational performance and efficiency.  Develop and implement effective staff learning and development programme activities for both programme and operations staff on operational matters for capacity building. Plan and conduct operations workshops for staff's competency building, staff development, learning and career development. Provide coaching and counselling to the staff on performance enhancement/development.

9. Partnership, Coordination and Collaboration

- Maintain government counterpart relations; resolve issues pertaining to conditions of service, operational facilities and privileges within the context of the Basic Cooperation Agreement; Ensure adherence to financial regulations and rules pertaining to Harmonized Approach to Cash Transfer (HACT).
- Cooperate and coordinate with other UN agency counterparts in the UN reform initiatives (including HACT capacity building of IPs, common services and premises agenda, etc.).
- Advise Head of Office on finance, human resource and administrative matters providing guidance on all operational submissions for the approval of the Regional Director; brief office staff on financial, human resource and administrative policies and procedures providing authoritative advice; provide technical guidance and oversight to junior Operations staff in country offices and swiftly resolve operational issues.
- Coordinate/liaise with the HQ Divisions to support policy formulation in the area of operations; advise on the applicability of new policy directives to regional operations. Make substantive recommendations on the improvement of systems and internal controls, planning and restructuring and resolution of sensitive issues and problems, taking into account the prevailing conditions in the locality.
- Establish and maintain all consultative and management committees (e.g. CRB, JCC, CRC, PSB, TRT, PBR and Training); Organize and train committees in compliance with the guidelines.
- Collaborate with senior Programme Officers and country office staff providing creative problem solving in support of programming and fundraising activities while maintaining sound internal operational controls.
- Represent the office in meetings with local banks and administrative suppliers; negotiates locally issued contracts as well as in meetings with other UN Agencies to coordinate operational matters and activities, including harmonization of the UN common system.
- Provide technical support to the local salary survey committee and fully participates in all processes of the salary survey review and administration to ensure the methodology is applied correctly throughout.
- Coordinate promptly with the Regional Office, the Head of Office, Programme Officers and other staff in the country office for security-related issues and emergency operations. Provide operational support to emergency preparedness and emergencies. Inform and update all staff members in the country office on security related issues and emergency operations.
Qualifications of Successful Candidate

- An advanced university degree (Master's) in Accounting, Audit, Business Administration, Financial Management, Economics, or a directly-related technical field(s) is required. A valid professional certification (CA; CPA; etc.) from an accredited chartered accountancy institution, in conjunction with a relevant first-level (Bachelor's) university degree in a directly-related technical field (as identified above), may be taken in lieu of an advanced university degree.
- A minimum of five (5) years of relevant experience, at the national and international levels in office management, finance, budget, accounting, ICT, human resources, supply and/or administration is required.
- Prior knowledge and hands-on experience in the use of an Enterprise Resource Planning system (i.e. SAP) is highly desirable.
- Prior experience in a supervisory/managerial capacity is required.
- Prior work experience in middle income country contexts including experience in private sector fundraising and innovations in considered an asset.
- Prior knowledge and work experience in strategic human resource management is considered an asset.
- Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Competencies of Successful Candidate

- Communicate effectively to varied audiences, including during formal public speaking.
- Consistently achieve high-level results, managing and delivering projects on-time and on-budget.
- Able to work effectively in a multi-cultural environment.
- Analyze and integrate potentially conflicting numerical, verbal and other data from a number of sources.
- Demonstrate and share detailed technical knowledge and expertise.
- Translate strategic direction into plans and objectives.
- Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.
- Set clearly defined objectives and plans activities for self, own team or department.

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