Deputy Country Representative - Operations
UN Women, grounded in the vision of gender equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
Afghanistan is one of the world’s most complex emergencies, and the world’s largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the future of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to placing them at the center of the global response to the crisis in Afghanistan.
UN Women has been in Afghanistan for two decades. UN Women’s programming approach is informed by analysis of the political, economic and humanitarian situation, risks to and capacities of partner organizations, and needs and priorities of Afghan women and girls. UN Women Afghanistan currently has four key programme priorities: (1) Gender in Humanitarian Action, (2) Ending Violence Against Women, (3) Women’s Economic Empowerment, and (4) Women, Peace and Security. UN Women Afghanistan operates through its main office in Kabul and five sub-offices located in the provinces Balkh, Bamyan, Herat, Kandahar and Nangarhar.
The Deputy Country Representative - Operations is a member of the Country Senior Management team, together with the Country Representative and Deputy Country Representative - Programmes. The Deputy Country Representative - Operations provides leadership and oversight on all aspects of office management and operations. This includes strategic procurement and logistical services, efficient financial management, ICT and common services consistent with UN Women rules and regulations, consistent with UN and UN Women rules and regulations and provides advice to the Country Representative on the optimum, effective and innovative management practices to enhance operational efficiency and performance. The Deputy Country Representative – Operations also works collaboratively with HR and Security Units.
Reporting to the Country Special Representative, the Deputy Country Representative - Operations is responsible for the smooth functioning and results oriented management of operations in the country Office and to facilitate programme implementation and delivery by providing operational needs of programmes and projects managed by the office. She/he will also will be responsible to lead results, drive change, provide risk informed, solution-focused analysis, advice and services to the ensure Afghanistan Country Office (ACO) and Sub-offices are strengthened and supported in their operations, needs and queries in line with corporate administrative arrangements. The Deputy Country Representative - Operations will provide feedback to the Division of Management and Administration on operational aspects in order to improve corporate operational procedures so they become compatible with regional needs. The incumbent will also ensure compliance with IPSAS accounting standards by reviewing business processes and systems.
Duties and Responsibilities
1. Lead and manage the operations team to promote an environment of management excellence, staff well-being for UN Women Afghanistan Country Office
- Manage the day to day work of the operations teams, including finalizing and overseeing the team’s annual workplan
- Contribute to the process of programme conceptualization, planning, implementing and monitoring; and the management of material and financial resources;
- Contribute to the process of preparing programme implementation progress reports and identifying areas for UN Women Country Representative’s action and/or decision, to ensure effective and timely operational oversight.
- Provide technical support on the development of the ACO security strategy and plan, as required.
- Provide operational support to ensure effective functioning of the ACO- in Kabul and sub-offices;
- Participate in review meetings to assess the managerial and operational capacities of implementing partners;
- Lead business process mapping and establish internal standard operating procedures to minimize cost, simplify and reduce duplication of work, maximize efficiencies and ensure compliance to UN Women policies and rules, to ensure that ACO remains agile, resilient and ready to respond to dynamic programme needs
- Oversee and monitor implementation of corporate systems, including across budgeting, finance, HR policies, procurement, ICT and ensure adequate training of ACO staff on these issues;
- Ensure a continuous and up-to-date flow of information between the ACO and HQ and RO;
- Lead by example, and manage the performance of the staff under supervision, provide managerial direction and guidance, mentoring and coaching support to the staff
2. Provide advisory and specialized technical support on the strategic direction of the office
- Advise and guide the Country Special Representative on strategic areas to ensure effective and timely fiduciary oversight on operational issues
- Serve as a member of the Senior Management team and work closely with the Deputy Country Representative- Programmes to provide comprehensive advice and support to the Country Representative;
- Provide specialized technical and strategic support in managing the programme design and related activities and for ensuring compliance and accountability in programme monitoring, reporting and evaluation;
3. Represent UN Women in UN system coordination, with a focus on Operations;
- As delegated by the UN Women Country Special Representative, represent UN Women in the UN Operations Management Team (OMT) to collaborate with the Resident Coordinator and UN system on the development of The Business Operations Strategy (BOS), interagency coherence, collaboration, cooperation, resource mobilization, advocacy, common services, and operations.
- Lead and identify opportunities to amplify and demonstrate UN Women as the lead UN entity in mainstreaming gender perspectives across UN systemwide operational mechanisms i.e. Gender Responsive Procurement System
- Ensure UN Women is represented in inter-agency meetings and working groups on operations issues to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc;
- Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration.
4. Provide technical support in creation of strategic partnerships and resource mobilization strategies
- Contribute to the formulation and implementation of the ACO resource mobilization strategy from operations’ perspectives, including formulation of partnership agreements and contracts, providing timely and accurate oversight and guidance as needed on financial reporting, resolve discrepancies, and ensure donor accountability and transparency.
5. Oversee planning, expenditure tracking and auditing of financial resources
- Ensure strategic and efficient management of office and programme financial resources
- Work closely with the Deputy Country Representative-Programmes to lead regular (monthly, weekly) meetings with the programme teams, sub offices and RO on monitoring delivery rates, addressing bottlenecks and finding ways forward
- Lead the financial oversight management, monitoring and reporting of all the ACO programme budget; make analysis and recommendations for Representative and Deputy Representative -Programmes to ensure risk informed due diligence.
- Coordinate with and inform the RO and HQ on established structures; seek advice from RO and HQ when deviations may be necessary to ensure ACO agility to deliver on its strategic vision
- Work closely with HQ, RO, and Sub-offices on audit processes, including preparation and follow up and take corrective action as appropriate on audit findings and recommendations;
- Monitor and manage core and extra-budgetary resource allocations;
- Perform Manager Level 3 role in ATLAS for voucher and PO approvals;
- Ensure CO and Sub-offices compliance with Internal Control Framework, Delegation of Authority, and segregation of duties and responsibilities.
- Strengthen and oversee risk management oversight modalities to increase organizational performance and strengthen internal control
6. Oversee information and communications technology (ICT) management
- Oversee the implementation of ICT systems in ACO-Kabul and sub offices;
- Ensure staff have access to ATLAS functionality for improved business results and improved client services;
- Manage maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
7. Lead knowledge sharing on operational management and operational oversight between the Country office and Sub-offices
- Facilitate knowledge management, innovation and capacity building
- Ensure knowledge is shared and adequately applied between the Country office and Sub-offices.
- Manage the process of collecting and sharing lessons learned on gender equality and women’s empowerment to build knowledge and capacity of partners and stakeholders
- Oversee the design and implementation of capacity building training activities to enhance skills and knowledge.
8. Oversight of procurement and administration processes for the Country Office
- Oversee the management of procurement of goods and services for the Country Office and Sub Offices
- Ensure the procurement processes are complying with UN Women Procurement rules and regulations
- Oversee CO and Sub Offices assets and liabilities and ensure proper inventory control
Key Performance Indicators:
- Timely and quality provision of strategic support and advice to the Country Representative on overall operations issues
- Timely and quality delivery of Country Office operations including planning, expenditure tracking and auditing of financial resources
- Finance, procurement, administration and ICT services are provided in compliance with UN Women rules, regulations and policies
- Quality management of the operations team
- Interaction and coordination with other agencies and partners on operations issues
- Inputs provided in formulation and implementation of the Organizational Efficiency and Effectiveness Framework (OEEF)
- Office has a reliable ICT infrastructure environment
- Quality oversight of gender responsive procurement processes
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Excellent knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system;
- Ability to develop detailed operational plans, budgets, and deliver on them
- Strong analytical skills and ability to synthesize program and operations performance data and produce analytical reports to inform management and strategic decision-making
- Strong leadership skills, ability to create and enabling work environment
- Strong knowledge of the UN system and local country context
- Ability to lead formulation and monitoring of management projects;
- Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change;
- Ability to handle confidential information;
- Strong negotiation skills;
- Excellent IT skills.
Required Skills and Experience
Education and certification:
- Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
- A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
- A project/programme management certification (such as PMP®, PRINCE2®, or MSP®) would be an added advantage
- At least 10 years of progressively responsible experience at the national or international level, in office management, operations or/and finance is required;
- Experience in leading a multicultural team is required;
- Experience coordinating with partners and stakeholders;
- Experience in working in a complex humanitarian environment is desirable
- Experience of using multiple office software packages, experience in handling of web based management systems and ERP systems
- Experience of accrual accounting, IPSAS or IFRS is highly desirable;
- Professional background in programming/ projects management is desirable.
- Fluency in English is required
- Knowledge of the other UN official working language is an asset.
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/en/about-us/employment/application-process Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Only shortlisted candidates will be notified.
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