Operations Officer

UN Children's Fund, India

Skill Required:, Finance and AccountsIT and ICT
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
20th August, 2019


Job Description

Across 190 countries and territories to protect the rights of every child, everywhere, every day, to build a better world for everyone. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world. And we never give up!

UNICEF has recently become the first United Nations agency to be awarded the EDGE certification – the leading global standard for gender equality in the workplace. UNICEF’s commitment to EDGE reaffirms our pledge to gender equality and inclusion all UNICEF staff worldwide.

This certification recognizes UNICEF’s commitment to achieving significant milestones in gender equality for all its staff, including strong gender balance at all levels of the organization, pay equity, a solid framework of policies and practices, and an inclusive workplace culture.

“UNICEF’s most important asset is our staff — all of our staff. Gender diversity and equal opportunities for men and women is not only a matter of rights. It makes us more effective as an organization.” Henrietta H. Fore, UNICEF Executive Director.

For Every Child, AN ADVOCATE

In an effort to measurably improve UNICEF's ability to deliver better results for children, there is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference?

If you are a committed, creative professional and are passionate about making a lasting difference for children in the world's thereby ensuring a better future for every child, this is the chance to make a difference. Support the Head of the Office in the management of operational functions for a small country or sub-office, Accountable for management of cost-effective, efficient and secure operations, in support of management, administration and implementation of the country programmes, consistent with operations of all other country offices in the Region, in strict compliance with the rules and regulations and in accordance with strategy, plans and decisions made by Regional Management Team and Country Programme Management Teams. Collaborate with all other UN agencies to accelerate implementation of the Harmonized Business practices in line within Reform/coherence

Key function, accountabilities and related duties/tasks:

  • Operations of financial, budget, information & communication technology, supply & logistics, human resource and administrative management strengthened and maintained for Country Office.
  • Accurate and consistent interpretation and application of operations policy and procedures implemented to support operations at the country and sub-country levels.
  • Fiduciary responsibility for funds and assets effectively secured and timely executed for optimum utilization by taking appropriate decision on all operational and financial transactions, disbursement of funds, and administrative arrangements.
  • Effective technical input provided in strategic planning and policy recommendations in the area of operations, taking initiative in improving and implementing operations management systems.
  • Basic office services effectively provided to enhance staff safety and productivity.
  • Operations components of the CPMP and annual work plan of the office timely prepared, as well as all operational reporting requirements fully met for the office.
  • Compliance with all operational systems and procedures effectively monitored and corrective measures taken as appropriate to ensure integrity in all financial and other administrative operations of the office.
  • Staff learning/development for effective operations performance programme developed, implemented and enhanced for capacity building. All implementing partners’ accountability ensured regarding supply and financial assistance
  • Effective coordination, communication, collaboration established and maintained with internal and external partners for efficient operations, advisory function, vision and leadership, policy coordination, consultative and participatory management process, external representation as well as security and emergency operations. UNDG policies and processes for harmonized business practices including on joint offices, commons premises and common services are effectively implemented

KEY ACCOUNTABILITIES and DUTIES & TASKS: Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primarily, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

Effective operations of financial, budget, information & communication technology, supply & logistics, human resource and administrative management

Ensure the effective, equitable and efficient operations of the office's finance, budget, information & communication technology, supply & logistics, human resource and administrative systems to support and facilitate the attainment of programmatic goals and objectives by meeting changing operational requirements. Advise management and assist in establishing new offices. Complying with UN Coherence and Harmonization principles regarding joint offices/common services when relevant.

Policy interpretation and application

  • As technical/functional specialist, accountable for providing the correct and consistent interpretation and application of organizational policies and procedures in the management of finance and administrative functions through the provision of technical expertise and operational support to the country office.
  • Alert and recommend to the Head of Office, the Regional Operations Officer and HQ when deviation from the rules and regulations may be required, and propose alternative solutions to meet office objectives. Contribute to global and regional strategic planning and policy changes/formulation on operational matters as and when necessary.
  • Implement the effective communication, training, roll-out, monitoring and evaluation of new operational initiatives, guidelines and procedures. Provide staff briefing and orientation regarding all of the operational areas.

Fiduciary integrity/responsibility for funds and assets

  • Safeguard the financial resources entrusted to the office by managing financial assets, financial planning and cash management activities and by recommending improvements to the financial and administrative management systems and procedures. Accountable for fiduciary integrity/responsibility for funds and assets taking decision on all operational and financial transactions, disbursement of funds, and administrative arrangements. Provide required oversight and support to programme group team to ensure all implementing partners accountability with regard to supply and non-supply assistance.
  • Ensure efficient, cost-effective and transparent utilization of resources through knowledge and technology transfer between offices and consistency of approaches and applications.

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

  • Play a substantive role in strategic planning and decision-making within the UNICEF Operations and provides sound professional input to the development, reform and change of financial, human resources and administrative policies, systems and procedures.
  • Contribute to effective management process by providing technical support to corporate committees (including PBR, RMTs, CMT, JCC, CRC, PSB, etc.).

Office Services

  • Ensure the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity. Identifies and proposes appropriate office accommodations, (i.e., ensures maintenance of premises, security of staff, office premises, equipment and supplies) complying with UN Coherence and Harmonization principles as required. Ensures the acquisition of all expendable and non-expendable property (administrative and/or programme supplies), ensuring that procurement is made according to the organization's rules, regulations and procedures. Controls inventory, its utilization and disposal.
  • Under the auspices of the Inter-Agency Operations Management Team, support approaches for enhancing UN common services to attain efficiencies and effectiveness.

CPMP (Country Programme Management Plan) Preparation

Contribute to the consolidation and preparation of the finance, budget and administrative components of the CPMP; participate in the review of 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 the accompanying justification and documentation. Participate in the country programme strategy, development, planning and preview/review meetings, to identify staffing and administrative operational requirements.

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 accuracy, promptness and appropriateness of information, and reports to the Head of Office and HQs; 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.

Staff Learning and 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 drawing on knowledge institutions partnership as relevant. 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.

Partnership, Coordination and Collaboration

  • Maintain good working relations with government counterparts; Arranges operational facilities and basic cooperation agreements with government authorities, (e.g., customs, visas, protocol, receipt of contributions, security, accommodations, privileges and immunities.). Ensure adherence to financial regulations and rules pertaining to Cash Assistance to Government (CAG) by Government and all implementing partners
  • Liaise with the HQ Divisions or the Regional Office to obtain guidance on policy interpretation and applications in the area of operations; advise on the applicability of new policy directives to country operations. Make sound 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. APC, JCP, JCC, CRC, PSB, TRT, PBR and Training); Organize and train or brief committees in compliance with the guidelines.
  • Collaborate with senior Programme Officers and country office staff providing operational solutions in support of programming 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.
  • Represents UNICEF in 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.

To qualify as a champion for every child you will have:

Education: University degree in accounting, business administration, economics or financial management and membership - or enrolled for membership - of recognized professional accountancy body.

Work Experience:

  • Two years of relevant professional work experience.
  • Work experience in office management, finance, accounting, ICT, human resources, supply and administration and/or other related fields.

Language Proficiency: Fluency in English and another UN language.

Source:https://www.unicef.org/about/employ/?job=525492


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