Background:
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 Executive Office supports the ELT in providing vision, establishing priorities, fostering coherence amongst the senior management team, leading advocacy, ensuring overall management, oversight and accountability.
Under the guidance and direct supervision of the Deputy Chief of Staff, the Operations Analyst undertakes oversight responsibilities for all aspects of the operations of the Executive Office and units under it; this includes strategic financial and human resources management, efficient procurement and logistical services, security management, and common services consistent with UN Women rules and regulations. The Operations Analyst additionally serves as a key advisor to the senior management of the Executive Office on matters of organizational integrity with the aim of ensuring (i) compliance with UN Women policies and regulations, (ii) effective systems to support program delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.ย
The Operations Analyst leads and guides the Executive Office Operations Team and fosters collaboration within the team. The Operations Analyst provides clear guidance to staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of rules and procedures governing finances, procurement, and personnel.
Key Functions and Accountabilities:
Coordinate the operations in the Executive Office, Deputy Executive Offices, Legal section, Ethics Office and Executive Board in accordance with UN Women rules and regulations and, policies and strategies.
Provide professional expertise and technical support to all units on operational issues and financial management issues.ย Draft the annual work plan for the Operations Team and oversee its implementation and monitoring.ย Oversee budget and financial management activities, including budget set-up in Quantum. Guide and implement business process mapping and the establishment of internal standard operating procedures in all areas of the Operations Teamโs functions;ย Implement corporate, budget, financial, procurement, and HR policies and systems and identify training for staff on these issues;ย 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;ย Supervise operations personnel: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.ย Review and take corrective action as appropriate on auditย findings.ย Provide technical guidance on routine delivery and maintain the internal expenditures control system.Coordinate the planning, expenditure tracking, and auditing of financial resources in accordance with UN Women rules and regulations and policies and strategies.ย
Provide professional expertise and technical support to the management of office and financial resources;ย Exercise proper financial controls;ย In consultation with the relevant internal and external parties, provide inputs to standard operational guidelines, checklists, and templates for the Executive Office and related units. Provide technical inputs to risk assessment reviews for the offices, identifying risk areas and providing recommendations and action plans for addressing issues raised. Manage the Corporate credit cards and ensure all transactions are in alignment with the Credit card policy.ยOversee procurement processesย ย
Manage the provision of goods and services for the Executive Office, Deputy Executive Offices, Legal section, and Executive Board 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.ย Provide professional recommendations for the preparation of procurement plans;ยCoordinate administrative and human resource management support.
Coordinate logistical and administrative arrangements for meetings, workshops, events, and missions. Coordinate and support oversight of human resource management, including post-establishment, extension, reclassification, and onboarding. Coordinate the management of consultant contracts and other personnel.ยProvide knowledge management and capacity-building support.
Ensure the synthesis, sharing, and adequate application of lessons learned and best practices related to program management and finance. Provide technical inputs to learning tools, best practices, and innovations in business operational practices and management for staff. Coordinate the organization of training for the staff on operations-related issues. Provide suggestions to optimize processes and scale new and existing processes.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies :
Core Values:
Integrity; Professionalism; Respect for Diversity.Core Competencies:
Please visitย this linkย for more information on UN Womenโs Values and Competencies Framework:ย
Functional Competencies:
Strong knowledge of the operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system.ย Good interpersonal skills and excellent organizational and coordination skills. Ability to analytically review and consolidate documents from varying sources. Ability to oversee and coordinate administrative and logistical processes and transactions. Ability to provide input to business processes re-engineering and implementing the new system. Strong writing skills with the ability to present information in a clear and presentable format.Recruitment Qualifications:
Education and Certification:
Masterโs degree in business administration, public administration, or a 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:
A minimum of 2 years of extensive and progressively responsible experience in office management, operations, or finance in large international and/or corporate organizations is required.ย Experience with budgeting and managing financial resources is required. Experience in leading a team is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required. Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.Languages:
Fluency in English is required. Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).Statements :
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates,ย and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age,ย ability, national origin,ย or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere toย UN Womenโsย policiesย and proceduresย andย theย standardsย of conduct expected of UN Women personnelย and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.
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