Operations Manager, NOC, Serbia

The United Nations Children's fund Office in Serbia is seeking a qualified Operations Manager.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

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. UNICEF Serbia Country Office seeks an Operations Manager to join our team.

This is a Fixed Term appointment, with initial duration of the assignment from June 2018 to June 2019.

PURPOSE OF ASSIGNMENT:

As the head of operations of a small sized office, accountable for management of cost effective, efficient and secure operations, in support of management, administration and implementation of the country programme. Manage the office’s operations (Finance, Human Resource, Information Communication Technology, Supply) related functions in accordance with strategy, plans and decisions made by Regional Management Team and Country Programme Management Teams.

KEY END-RESULTS:

1.  Operations of financial, budget, information & communication technology, supply & logistics, human resource and administrative management strengthened and maintained for Country Office.

2. Appropriate and consistent interpretation and application of operations policy and procedures implemented to support operations at the country and sub-country levels.

3.  Fiduciary responsibility for funds and assets effectively secured and timely executed for optimum utilization by taking appropriate decision on all operational and financial transactions, disbursement of funds, and administrative arrangements.

4.  Effective leadership provided in strategic planning and policy recommendations in the area of operations, taking initiative in improving and implementing operations management systems.

5.  Basic office services effectively provided to enhance staff safety and productivity

6. Operations components of the Country Programme Management Plan and annual work plans timely prepared, as well as all other operational reporting requirements fully met for the office.

7.  Compliance with all operational systems and procedures effectively monitored to ensure integrity in all financial and other administrative operations of the office.

8.  Staff learning/development for effective operations performance programme developed, implemented and enhanced for capacity building.

9. Effective coordination, communication, collaboration established and maintained with internal and external partners for efficient operations, advisory function, vision and leadership, policy coordination, consultative and participatory management process, external representation as well as security and emergency operations.

KEY ACCOUNTABILITIES and DUTIES & TASKS 

Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primarily, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

1.  Effective operations of financial, human resource and administrative management

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.

2. Policy interpretation and application

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 country office.

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 head of office, the Regional Operations Officer and Division of Financial and Administrative Management.

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

3. Fiduciary integrity/responsibility for funds and assets

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.

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

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

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.

Participate in effective management process by providing technical advice and support to corporate committees

5.  Office Services

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

Under the auspices of the Inter-Agency Operations Management Team, support approaches for enhancing UN common services to attain efficiencies and effectiveness.

6.  CPMP

Development of the finance, budget and administrative components of the Country Programme Management Plan 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 Country Programme Management Plan, coordinate and contribute towards human resources planning.

7.  Compliance and Internal Control

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.

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 Deputy Representative, 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.

8. Staff Learning and Development

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.

9.  Partnership, Coordination and Collaboration

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 Cash Assistance to Government (CAG).

Cooperate and coordinate with other UN agency counterparts in the UN reform initiatives (including Harmonized Approach to Cash Transfer capacity building of IPs, common services and premises agenda, etc.).

Advise Head of Office on finance, human resource and administrative matters providing guidance on all operational submissions for the approval of the Regional Director; brief 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 country office and swiftly resolve operational issues.

Coordinate/liaise with the HQ Divisions 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, considering the prevailing conditions in the locality.

Establish and maintain all consultative and management committees; Organize and train committees in compliance with the guidelines.

Collaborate with senior Programme Officers and country office staff providing creative problem solving in support of programming activities while maintaining sound internal operational controls.

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

Represents UNICEF in the local salary survey committee and fully participates in all processes of the salary survey review and administration to ensure the methodology is applied correctly throughout.

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

MINIMUM QUALIFICATIONS REQUIRED:

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

KNOWLEDGE/EXPERTISE/SKILLS REQUIRED:

Experience:  

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

Language Requirements: 

1. Fluency in Serbian and in English. Knowledge of an additional UN language is an asset.

Competencies of Successful Candidate

i)Core Values: Commitment, Diversity and Inclusion, Integrity

ii)Core Competencies: Communication, Working with People, Drive for Results

iii)Functional Competencies: Analysing, applying technical expertise, Formulating Strategies and Concept, Leading and Supervising Planning and organizing

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

Remarks: Only shortlisted candidates will be contacted and advance to the next stage of the selection process.