Operations Officer

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Based in Jakarta, the Operations Officer will primarily report to the Office and Programme Manager in Jakarta and have a secondary reporting line to Finance and Administrative Officer. S/he will develop and implement implement operational plans for projects and programmes.

• Implementation of a control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures in line with UNOPS FRR.
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with financial and administrative rules and regulations; coordinating creation of vendor set-up information in oneUNOPS;
• Review of travel authorizations, documentation, payments;
• Manage operational advances, ensuring compliance with UNOPS policies, rules and regulations
• Assistance in the preparation of budget, audit and other reports.

• Full compliance of financial and administrative activities with UNOPS rules, regulations, policies and strategies;
• Elaboration of proposals and implementation of cost saving and reduction strategies;
• Business processes mapping in support services and elaboration/establishment of internal standard operating procedures (SOPs), control of the workflows in the support services team.

• Preparation and monitoring of the team work-plans.  Effectively and efficiently supervise support services staff and ensure on time delivery within quality and cost requirements.
• Ensure staffing plans are in place and coordinate recruitment, selection, onboarding, performance management, contract management and demobilization of UNOPS personnel.
• Management of office premises in Jakarta and field locations; negotiations with building owners regarding contractual arrangement and office lease renewal, in consultation with the UNOPS Hub management team.
• In-depth analysis and monitoring of administrative services; recommendations for  changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives
• Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
• Contract negotiations with vendors and service providers to ensure cost-effective services and of quality and timely service.
• Management of transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission.  
• Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.
• Drafting of correspondence and internal procedural directives relating to administrative matters
• Ensure UNOPS Indonesia office meets all support services related deadlines from HQ and regional office.
• Presentation of thoroughly researched information for planning of financial resources for administrative services;
• Support with protocol matters, registration of staff, coordination with local authorities on administrative matters;

• Ensure preparation of procurement/grants management plan and coordinate all procurement/grants activities from solicitation, evaluation, and logistics such as shipment, customs clearance and contracts management.
• Coordinate workshop organization, event management and travel needs of the office.
• Coordination of assets management, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;
• Support on other tasks as requested for IT, security, and facilities management and so on.

• Organization of training for the project staff on support services as appropriate and needed;
• Briefing to project staff on support services matters; provision of advice and administrative support;
• Ensure only the latest policies and templates are applied.
• Sound contributions to knowledge networks and communities of practice.

Education

• Minimum advanced university degree (master’s degree or equivalent) in Accounting, Buiness administration, Management, Public Administration, Development studies or any related field is required. First university degree (bachelor’s degree or equivalent) with additional 2 years of relevant experience is considered as equivalent.

Work Experiences

• Minimum 2 years of professional experience in managing procurement, HR, general administration or finance is required, in combination with an advanced university degree.
• At least 1 year of experience in project support required.
• At least 1 year of experience in supervising junior staff is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Knowledge of oneUNOPS or ATLAS is an asset.
• Previous experience in United Nations, especially UNOPS, is desirable.
• Knowledge of government liaison laws, rules and regulation is desirable.

Language

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.