Operations Manager at the United Nations Children's Fund (UNICEF)

The United Nations Children's Fund (UNICEF) - For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

We are recruiting to fill the position below:

Job Title: Operations Manager, P3, Panama City, Panama (LACRO)

Job Number: 496054
Location: Regional Services Division, LACRO
Work Type: Fixed Term Staff

Purpose of the Position

• As the head of operations for a group of COs of the Multi-Country Support Facility (MCSF) in LACRO, the Operations Manager is responsible for providing managerial and technical leadership in the planning, implementation, management, monitoring and control of the delivery of the timely and efficient financial, administrative, procurement and logistics and ICT services that are fully integrated with and in support of COs programmes results, strategies and activities.
• Performance of these functions respond to agreed SLAs.

Under the general supervision of the Regional Chief of Operations, the incumbent performs the following functions for country offices members of the MCSF:

• Promotes and collaborates work with other UN Agencies to accelerate implementation of the Harmonized Business coordinated by UNDG.
• Promotes and implements the smart use of Risk Management framework and indicators such as the CPI, or INFORM, or Operational Risk Map in the running of programmes and operations
• Technical Guidance on policy interpretation and application of rules, procedures and instructions, including regulatory compliance and internal control.
• Transfer of know-how and specific knowledge to ensure effective and efficient operations at country level.
• Quality Assurance related to a set of activities intended to ensure that final products and processes conducted in the respective COs are aligned with established standards and KPIs of the organization.

Key Expected Results

• Management of Operations staff
• Financial planning and fiduciary responsibility
• Administrative services
• Information communication technology
• Procurement and logistics services
• Knowledge management, performance improvement, and capacity building
• Risk management

Management of Operations staff:

• Establish work plans within each office; set strategies and performance targets and indicators to determine priorities and to monitor progress. Supervise work in progress to ensure results are achieved according to plans, objectives and performance standards/indicators.
• Establish clear individual performance objectives, goals and timelines; and provide timely guidance to enable the team to perform their duties responsibly and efficiently. Plan and ensure timely performance management and assessment of the team.
• Provide technical and operational advice on the application, interpretation and implementation of operational policies, procedures and guidelines to the Representative and CO colleagues and stakeholders. Resolve operational issues and/or recommend (and record) deviation from policies and guidelines that maybe required in achieving organizational/CO needs/goals.
• Review and develop CO business processes mapping and establishes internal Standard Operating Procedures (SOPs) in Finance, Procurement, Logistical and ICT services
• Routinely monitor financial exception reports to assess unusual activities and transactions and investigate anomalies. Inform Representatives and relevant RO/HQ colleagues of results and any need for follow up action.

Financial planning and fiduciary responsibility:

• Lead the preparation of the CO financial and administrative plan (budget) for CPMP in close collaboration with internal stakeholders to support CO program and operational needs. Ensure full documentation and compliance with organizational guidelines and frameworks (e.g. Risk Management, Governance, etc.).
• Participate in country program planning and review meetings to advise on financial program planning and preparation and to determine operational and staffing trends/needs/plans resulting from new programs and business processes.
• Ensure timely availability of funds for UNICEF operations while minimizing financial risks. Safeguard the cost effective use of resources by managing, monitoring, overseeing and reporting on the use of financial resources according to plans, policies and guidelines. Keep stakeholders informed to facilitate timely action to achieve results.
• Supervise the delivery of quality financial services ensuring timely payments, availability of resources and correct accounting. Implement effective control and ensure all financial transactions are in compliance with rules and guidelines meeting agreed standards.  Recommend necessary improvements to manage risks and to enhance performance and efficiency.
• Collaborate with audit/evaluation reports to provide answers and to follow to resolution observations and recommendations.
• Member of bank signatory panel.
• Approve transactions on SAP and/or BCM when necessary.
• Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in policies and procedures.

Administrative services including security and emergency preparedness:

• Support Representatives to negotiate operational facilities and basic cooperation agreements with host governments, when required.
• Plan and monitor the implementation of administrative needs and services (travel, transportation, logistics etc.), including office premises and maintenance, administrative/program equipment and supplies, communications and security arrangements ensuring a safe and healthy working environment for staff and cost effectiveness and compliance with guidelines and standards of ethics and accountability.
• Approve and/or recommend to Representatives the acquisition/procurement, safekeeping, inventory and disposal of assets. Supervise processes for which incumbent is responsible for ensuring compliance with organizational rules, regulations and procedures and standards of accountability and ethics.
• Participate in situ or remotely (as feasible and necessary) in the planning and implementation of security and emergency preparedness plans in collaboration with UNICEF EMOPS, UNDSS and UN inter-agency partners ensuring the complete protection of UNICEF premises and assets and staff and their dependents.
• Conduct or coordinate briefings so that staff members fully understand the emergency procedures and their own responsibility for their protection and that of their dependents.

Information communication technology:

• In coordination with and support of the Regional Office, plan and manage the information and communications technology needs of the CO, including implementation of organization wide IT improvements (e.g. Vision) and arrange technical support to users to ensure user capability. Implement measures to ensure a secure and reliable infrastructure IT environment and disasters and recovery.
• Approve and/or recommend to Representatives the acquisition of cost effective hardware and equipment according to rules and guidelines to ensure the CO have appropriate and sufficient tools to operate including emergency preparedness.
• Keep abreast of trends and development in IT to leverage technology for management improvement and efficiency. Evaluate impact of IT on productivity, efficiency and reliability of data/information generated and take prompt action with relevant partners to address weaknesses and improve performance of management information systems in the CO.
• Provide technical advice and operational support to CO colleagues on process review and improvement to leverage advantages provided by VISION (or other IT systems) to maximize productivity.
• Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including web-based office management system, e-signatures, etc.

Procurement and Logistical Services
In collaboration with Deputy Representatives, heads of sections/units, ensure provision of efficient procurement and logistical services to achieve the following:

• CO compliance with rules and regulations
• Elaboration of the annual procurement plan and strategy, sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
• Management of contractual processes including e-tendering (i.e. via UNGM) and evaluation, legal implications.
• Ensure right contractual modalities are used when engaging external services.
• Participate in situ or remotely (as feasible and necessary) when UNCT discusses and/or requires specific operational information/products from MCSF-member offices

Knowledge management, performance improvement and capacity building:

• Monitor operations' performance to identify weakness, areas for improvement and potential problems. Take appropriate action and/or alert relevant colleagues for timely action. Implement and/or recommend management improvements to maximize efficiency and performance.
• Introduce innovative approaches and good practices in the CO's operations management, in support of and compliant with organizational rules, regulations, practices and approaches. Institutionalize and share best practices and knowledge learned with global/regional colleagues to contribute to organizational development initiatives to strengthen management and operations.
• Lead/plan/implement capacity building initiatives to enhance competencies in operations management and services in the CO.

Interaction with the GSSC:

• Ensures the effective communication between the MCSF and COs, coordinating and supervising the work performed by MCSF staff, focusing on technical assistance and quality assurance as capacity building mechanisms for the on-site CO Operations staff.

Qualifications of Successful Candidate

• Advanced university Degree in Accounting, Business Administration, Economics, or Financial Management.
• Five years of relevant professional 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. Experience in managing multi-country operations functions is an asset. Experience in a UN system agency or organization some of which served in a developing country is an asset.
• Fluency in English and Spanish (written & verbal for both languages) is required.

Competencies of Successful Candidate
Core Values:

• Commitment
• Diversity and Inclusion
• Integrity

Core Competencies:

• Communication
• Drive for Result
• Working with People

Functional Competencies:

• Analyzing
• Applying Technical Expertise
• Formulating Strategies and Concept
• Leading and Supervising
• Planning and Organizing.

Application Closing Date
4th June 2016.

How to Apply
Interested and qualified candidates should:
Click here to apply online