Operations Associate

This position is advertised open to internal and external applicants.

Important Notice: Persons interested in applying for this position must be Panamanian Nationals or must hold a valid work permit in Panama The usual eligibility requirements are waived. Operations Associate

ORGANIZATIONAL CONTEXT

The incumbent normally works under the supervision of the (Senior) Operations Officer. S/he performs a variety of functions related to the instructions and guidelines for UNHCR in the Regional Bureaux and in the Field on the subjects of reporting, implementation and Planning for projects within a certain geographical area.
S/he works quite independently on regular assignments with an oversight from the supervisor who provides general guidance and work plans for identifying work priorities and appropriate approaches. Work is controlled for meeting expected results and conformity to policy and procedures.
The Incumbent does not normally have a direct supervisory role. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the Organization and with local suppliers/services/ partners  normally on routine subject matters.

FUNCTIONAL STATEMENT

Accountability

- Planning and implementation of operations and management of resources in the countries covered under area of responsibility (AoR) are properly supported and reported on in compliance with established operations management guidelines and procedures and according to agreed deadlines.
- Information and data concerning operations and resources of regional and country offices are effectively managed in FOCUS and MSRP, organized and shared; information and advice are provided to Operations Officers and senior management in order to timely address issues of concern.
- Field requests and concerns are addressed in a timely and efficient manner.

Responsibility

- Review operational data, regional and country operations plans and ensure that plans are correctly set up by verifying indicators, budget lines, prioritization and apportioning.
- Create reports; conduct regular regional, operation-specific and comparative analyses of plans through Focus, Global Focus and MSRP to create appropriate tables for Operations Officers.
- Use tables to detect and quickly show inconsistencies and/or system problems, possible programme shortfalls and advise field operations accordingly.
- Assist in training of staff to build capacity in: Focus Client, Global Focus, Focus Reader and MSRP.
- Initiate administrative processing of implementing instruments, sub-agreements and closure of projects at the Operations level.
- Carry-out specific administrative operational/control tasks for programme activities, including processing field requests for transfer of funds, increase/decrease of the obligation level, procurement, Committee on Contracts approval and submissions to the Budget Committee.
- Contribute to the preparation of plans, reports, project documents and submissions for donor funding by drafting and reviewing text and preparing budgets.
- Prepare background information of use in discussions within the Country Operations, Bureau, Divisional Support and field Offices.
- Follow-up, in close coordination with the field, on the purchase requests with the concerned units at Headquarters and prepare draft memos with field inputs for submission to Committee on Contract.
- Liaise with Donor Relations, maintains records of status of contributions, commitments, availability of funds, compiles data and produces financial reports to be attached to Appeals or reports.
- Keep track of up-dated Fact-Sheets of Country and Regional Operations.
- Gather information from the press and other public sources to facilitate the Operations Officers analysis of political and social developments impacting on UNHCR¿s operations.
- Perform other duties as required.

Authority

- Enforce compliance with UNHCR¿s global strategies, protocols and guidelines.
- Decide which issues of inconsistency and/or non-compliance with RBM processes and deadlines have to be brought to the attention of Operations Officers, senior management and country/regional operations.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Completion of secondary education with post-secondary training/certificate in Business Administration, Economics, Political Science, Law or related fields
- Minimum 6 years of relevant job experience
- In depth knowledge of/previous experience in Focus, Global Focus, and MSRP data management and/or other RBM systems analysis
- Understanding of the basics of IPSAS
- Advanced IT skills in MS Office
- Knowledge of English or French, in accordance with the applicable UN working language in the duty station. Knowledge of additional language(s) may be specified as essential or desirable in the operational context.

2.5 DESIRABLE QUALIFICATIONS & COMPETENCIES

- Training in programme design, monitoring & evaluation.
- Completion of UNHCR learning programmes relevant to the functions (e.g. OMLP).
- Knowledge of UNHCR's operational rules and procedures.
- Direct experience as Programme or Operations Associate and in Focus development training. Please note that English and Spanish are essential for this Job Opening The closing date for submission of applications is 31st of October.

Shortlisted candidates will be interviewed and might be requested to take a written test.

Only shortlisted candidates will be notified.