Operations Specialist

United Nations Development Programme

Cairo, Egypt

Experience: 5 to 10 Years

Skill Required: HR and Admin

The Operations Specialist leads and guides the WPS-HA Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Specialist works in close collaboration with WPS-HA programme team in the office, providing close guidance to WPS-HA 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 HQ staff and Government officials to successfully deliver operations services.
Duties and Responsibilities:
Manage the operations of WPS-HA programmes in Arab States Regional Office:
  • Serve as a member of WPS Management team and provide advice and support to the WPS Advisor and Programme Managers on operational issues;
  • Develop the annual work plan for the WPS-HA Operations Team and oversee its implementation and monitoring;
  • Participate in review meetings and assess the managerial and operational capacities of WPS-HA 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 WPS-HA Programmes 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 WPS-HA programmes and RO and HQ;
  • Oversee all operations activities, including finance, human resources, procurement, transport, IT, security, and administration and ensure they follow UN Women rules, regulations, policies and procedures;
  • Manage staff in WPS-HA 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 WPS-HA programme financial resources;
  • Exercise proper financial controls;
  • Report locally and to HQ on established structures; seek advice from RO when deviations may be necessary;
  • Review and take corrective action as appropriate on audit findings;
  • Perform Manager Level 2 role in ATLAS for voucher and Purchase Order (PO) approvals;
  • Ensure the WPS-HA Programmes compliance with the Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities.
Oversee/Provide Human Resources services to the WPS-HA Programmes:
  • Oversee recruitment processes; liaise with the RO/HQ and service providers as necessary;
  • Oversee contracts; advise on appropriate contract modalities.
Oversee procurement processes:
  • Manage the provision of goods and services for the WPS-HA programmes 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 WPS-HA programmes;
  • Participate in Procurement Review Committees (R-PRC);
  • Manage WPS-HA programmes assets and liabilities and ensure proper inventory control.
Oversee information and communications technology (ICT) management:
  • Oversee the implementation of ICT systems;
  • Ensure staff have access to ATLAS functionality for improved business results and improved client services;
  • Manage the 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 staff:
  • Brief WPS-HA supervisor and staff on security matters and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;
  • Ensure that personnel request appropriate security clearance for travel;
  • Liaise with HQ-based Security Advisor or their designated staff member on all security matters.
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 WPS-HA Programmes COs and RO
  • Ensure knowledge is shared and adequately applied between the WPS Programmes COs and RO in the region.
Key Performance Indicators:
  • All services are provided in compliance with UN Women rules, regulations and policies;
  • Finances are properly identified and in a timely manner;
  • Timely recruitment and a proactive approach which ensures the Offices are fully staffed at all times;
  • Timely and accurate implementation of procurement contracts;
  • Office has a reliable ICT infrastructure environment;
  • Safety and security systems are functioning effectively;
  • Performance of Staff.
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;
  • At least 5 years of progressively responsible experience at the national or international level, in office management, operations, or finance;
  • Experience in leading a team;
  • Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems, preferably PeopleSoft;
  • Experience in accrual accounting, IPSAS, or IFRS is highly desirable;
  • Professional background in programming/ projects management is desirable.
Language Requirements:
  • Fluency in English, and Arabic are required;
  • Knowledge of another UN official working language is an asset.