Operations Officer, NOA - San José, Costa Rica

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. The ability of the Operations Officer to successfully plan, manage and implement operations and related functions directly impact on programme and PFP operations and delivery of office goals/results. This, in turn, contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of funds entrusted to the organization and to furthering UNICEF image as a competent organization for delivering cost-effective and sustainable program results.

Post Title: Operations Officer
Proposed Level: NOA
Duty Station: SAN JOSE, Costa Rica
Supervisor: Representative

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy, and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. 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.

For every child, a champion

The Operations Officer is responsible for providing managerial and technical leadership to the Operations Team in the planning, implementation, management, monitoring and control of the delivery of the timely and efficient financial, human resources, administrative (including procurement and logistics) and ICT services that are fully integrated and in support of CO programme and PFP strategies and activities; and in full compliance with organizational strategic plans, policies, procedures and guidelines and standards of performance, ethics and integrity. Collaborates with all other UN Agencies to accelerate implementation of Harmonized Business coordinated by UNDG Promotes the smart use of Risk Management framework and indicators such as the CPI, INFORM, or Operational Risk Map in the running of programmes and Operations.

How can you make a difference?

The Operations Officer is responsible for providing managerial and technical leadership to the Operations Team in the planning, implementation, management, monitoring and control of the delivery of the timely and efficient financial, human resources, administrative (including procurement and logistics) and ICT services that are fully integrated and in support of CO programme strategies and activities; and in full compliance with organizational strategic plans, policies, procedures and guidelines and standards of performance, ethics and integrity. Collaborates with all other UN Agencies to accelerate implementation of the Harmonized Business coordinated by UNDG Promotes 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

We are looking for a dynamic and innovative Operations Officer to support UNICEF’s Costa Rica in the areas described below, seasoned professionals are encouraged to apply!

• Management
• Financial planning and fiduciary responsibility
• Human Resources Management
• Administrative services
• Information communication technology
• Procurement and logistical services
• Advocacy, networking and partnership building
• Knowledge management, performance improvement, and capacity building
• Common services organization and management, establishment of partnerships with other UN Agencies 

Management

• Establish work plans with the team; 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. Promote the use of the same across the office.
• 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 may be required in achieving organizational/CO needs/goals.
• Review and develop CO business processes mapping and establishes internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.

Financial planning and fiduciary responsibility

• Prepare 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).
• 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 work plans, policies, and guidelines. Take decisions/approve (as per delegated authority) transactions and disbursements of financial and administrative resources. Keep stakeholders informed to facilitate timely action to achieve results.
• Supervise and/or approve the delivery of all financial services (benefits administration/payroll, treasury, accounts) ensuring timely payments, availability of resources and correct accounting. Implement effective control and ensure all financial transactions comply with policies, regulations, and guidelines. Recommend necessary improvements to manage risks and to enhance performance and efficiency.
• Prepare mandated management/statutory CO financial and accounting reports to UNICEF Board/Bodies/Donors for management development planning, management and/or oversight verifying the reliability of data and compliance with organizational guidelines.
• Collaborate with audit/evaluation reports to provide answers and to follow to resolution observations and recommendations. Routinely monitor financial exception reports to assess unusual activities and transactions and investigate anomalies. Inform Representative and relevant CO/RO/HQ colleagues of results and any need for follow-up action.
• Member of bank signatory panel.
• Approve payments on SAP and/or BCM.
• Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in policies and procedures.

Human resources management

• Promote and lead recruitment, benefits administration, staff/management relation, staff security, and wellbeing, performance management, organizational development and capacity building; ensuring their delivery according to organizational goals, rules, regulations, policies and procedures and standards of performance, equity, ethics and transparency.
• Supervise and coach HR Assistant in providing technical support to CO colleagues in HR management and policy clarification/application to promote understanding, transparency, and collaboration.
• Promote performance management and staff development systems and mechanisms at optimum levels. Promotes active engagement of staff in learning activities (including the use of AGORA).

Administrative services

• Guide (the Representative) to negotiate operational facilities and basic cooperation agreements with host government (e.g. contributions and cash assistance, customs, visas, protocol, security, privileges and immunities etc.). Maintain open and collaborative work relationship to facilitate agreements between UNICEF and the government.
• Plan and implement all 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 within the umbrella of the UN Reform.
• Approve and/or recommend (to the Representative) the acquisition/procurement, safekeeping, inventory and disposal of assets. Supervise all processes ensuring compliance with policies, regulations and procedures and reporting standards and ethics.
• Implement 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 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

• Following global ICT strategies in coordination and with the 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 measure to ensure a secure and reliable infrastructure IT environment and disasters and recovery.
• Approve and/or recommend (to the Representative) 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 and programme improvements 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 programme efficiency via the use of technology.
• 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 Programme and PFP colleagues, ensure the provision of efficient procurement and logistical services to achieve the following:

• CO compliance with policies and regulations
• Coordinate the 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 and evaluation, legal implications, use of UNGM for tendering.
• Ensure right contractual modalities are used when engaging external services

 Advocacy, networking and partnership building

• Build and strengthen partnerships with global/regional/country office Advisers/Specialists and practitioners through active networking to promote common approaches, encourage partnerships and advocate the use of best and coherent operational practices.
• Participate and/or represent UNICEF (as delegated/designated) in events/meetings and in inter-agency discussions and planning on operations (including emergency/security planning) to ensure organizational position/priorities are fully considered and integrated in the development planning/agenda setting and to build alliances to encourage working together and coherently as a UN system to enhance program efficiency and operations reforms (e.g. HACT, common premises/services).
• Provide guidance, training and/or briefing on process and policies to consultative committees and bodies (e.g. CRC, PSB, PBR) throughout all stages of consultations and deliberations.

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.

Common services organization and management, establishment of partnerships with other UN Agencies

• Actively participates/leads establishment of relevant common services with other UN Agencies focusing on achievement of the following results:
• Development of integrated activities on common services and implementation of the UN reform.
• Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
• Proper planning, tracking and reporting of common services budget and of Agencies contributions to the common services account and tangible results achieved

For every Child, you demonstrate:

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

Education:

• University degree in business administration, accounting, economics, financial management or other related social
  science field is required.

Experience: 

• Minimum of 1 years of proven successful professional experience in financial management and business operations at the managerial level is required.  
• Experience in a UN system agency or international organization some of which served in a developing country is an asset.  
• The following are considered strong assets for a successful candidate: 
  • Experience and ability to independently manage activities that include multiple stakeholders in complex environments;
  • working knowledge of data analysis and operation metrics;  
  • working knowledge of IT/Business infrastructure and MS Office (medium level Excel) 
• Experience in dealing with ambiguous situations ensuring achieving of results under tight time constraints.  
• Experience in leading staff towards success. 

Language:

• Fluency in Spanish and English is required. 

Candidates must be a citizen of Costa Rica to be considered eligible for this post. Please note that the National Officers (NOs) are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

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.