: Operations Manager, P-3, Bauchi

Purpose

As the head of operations of D-Field office, Bauchi office, the incumbent will be accountable for management of cost effective, efficient and secure operations, in support of management, administration and implementation of the field Office programmes. The incumbent will manage the office’s operations (Finance, HR, ICT, Supply and Administration) related functions in accordance with strategy, plans and decisions made by Country Programme Team and Field Management Teams.

Key expected results

Effective operations of financial, human resource and administrative management

a. 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 operational requirements. Advise management and assist in establishing new offices.

Policy interpretation and application

a. 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 field office.

b. Contribute to global 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 Chief of the field office and the Chief of Operations, Abuja.

c. Implement the effective communication, training, roll-out, monitoring and evaluation of new operational initiatives, guidelines and procedures.

Fiduciary integrity/responsibility for funds and assets

a. 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 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.

b. Ensure efficient, cost-effective and transparent utilization of resources through knowledge and technology transfer between offices and consistency of approaches.

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

a. Play a major role in strategic planning and decision-making within the UNICEF Operations and provides sound professional input and oversight to the development, reform and change of financial, human resource and administrative policies, systems and procedures.

b. Participate as necessary in effective management process by providing technical advice and support to corporate committees (including IBR, PBR, RMTs, CMT, JCC, CRC, PSB, etc.).

Office Services

a. Ensure the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.

b. As necessary, , support approaches for enhancing UN common services to attain efficiencies and effectiveness.

CPMP

a. Development of the field office finance, budget and administrative components of the CPMP is timely completed; 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. Within the framework of the CPMP, coordinate and contribute towards human resources planning.

Compliance and Internal Control

a. 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.

b. 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 Chief of Field Office, 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.

Staff Learning and Development

a. 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.

Partnership, Coordination and Collaboration

a. 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 Direct Cash Transfer (DCT).

b. 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.).

c. Advise the Chief of Field Office on finance, human resource and administrative matters providing guidance on all operational submissions for the approval of the Chief of Field Office staff on financial, human resource and administrative policies and procedures providing authoritative advice; provide technical guidance and oversight to junior Operations staff in the Field Office and swiftly resolve operational issues.

d. Coordinate/liaise with the Country Office Operations Sections 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.

e. Establish and maintain all consultative and management committees at the local/field office level (e.g. FMT, LPC, LPCA); Organize and train committees in compliance with the guidelines.

f. Collaborate with Programme Specialists and field office staff providing creative problem solving in support of programming activities while maintaining sound internal operational controls.

g. Represent the field office in meetings with local banks and administrative suppliers; negotiates locally issued contracts as well as in meetings with other UN Agencies as necessary to coordinate operational matters and activities, including harmonization of the UN common system.

h. Coordinate promptly with the Country Office, the Chief of Field Office, Programme Officers and other staff in the Country Office and Field Office for security-related issues and emergency operations. Provide operational support to emergency preparedness and emergencies. Inform and update all staff members in the Field Office on security related issues and emergency operations.

Qualification

Advanced university degree in accounting, business administration, economics, or financial management and membership - or enrolled for membership - of recognized professional accountancy body*.

Five years of relevant office management work experience. National and/or International work experience in office management, finance, accounting, ICT, human resources, supply and administration and/or other related fields. Work experience in emergency duty station.

Fluency in English and another UN language.

*A first level university degree with a relevant combination of academic qualifications and experience may be accepted in lieu of the advanced university degree.

Competencies

Communicates effectively to varied audiences, including during formal public speaking.

Sets high standards for quality and consistently achieves project goals.

Able to work effectively in a multi-cultural environment.

Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.

Demonstrates and shares detailed technical knowledge and expertise.

Ensures that team or department follows relevant company policies and procedures.

Translates strategic direction into plans and objectives.

Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.

Sets clearly defined objectives and produces comprehensive project plans for the organization.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation. If you want a challenging career while improving the lives of children around the world UNICEF, the leading children’s rights organization, would like to hear from you.

Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this and other vacancies, quoting E-VN-2011-001892. Applications must be received by 11 November 2011.

Please note that only candidates who are under serious consideration will be contacted.

In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities: well qualified candidates are strongly encouraged to apply.