The Regional Operations Manager is a member of the Regional Office Management team, together with the Regional Director, Deputy Regional Director and the Regional HR Business Partner. S/He provides leadership and advice on all aspects of office management and operations. This includes strategic financial and budget management, efficient procurement and logistical services, ICT and UN system common services, consistent with UN and UN Women rules and regulations and also acts as the Security Focal Point.
Reporting to the Regional Director, the Regional Operations Manager is responsible for the smooth functioning and results oriented management of operations in the Regional Office and to facilitate programme implementation and delivery by providing for the operational needs of programmes and projects managed by the Regional Office. The Operations Manager will also ensure Country Offices (COs) & Multi-Country Offices (MCOs) within the region are strengthened and supported in their operations, needs and queries in line with corporate administrative arrangements. The Operations Manager 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 Regional Operations Manager will be the regional office’s focal point and lead on achieving organizational effectiveness and efficiency outputs on assuring an accountable organization through principled performance, advancing business transformation and products & services in support of Country Offices in the East and Southern Africa region.
Duties And Responsibilities
Key Functions and Accountabilities:
Manage and oversee the operations within the Region:
Serve as a member of the Senior Management team and provide advice and support to the Regional Director and Deputy Regional Director on operational issues;
Oversee the work of Operation Teams in Country Offices (CO);
Develop the annual workplan for the Operations Team and oversee its implementation and monitoring;
Participate in review meetings to assess the managerial and operational capacities of implementing partners;
Determine optimal techniques and business processes; lead business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions in RO and COs;
Focal point for change management initiatives aimed at advancing business transformation; Quantum ERP post-implementation activities and participation in HQ-led working groups;
Oversee and monitor implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues in RO and COs;
Conduct oversight and support missions to country offices; coordinate audits and follow-up on internal/external audit recommendations, including partner audits;
Act as Regional Risk Focal Point for enterprise risk management in close coordination with HQ ERM ensuring risk registers, including risk mitigation actions are relevant and updated;
Ensure a continuous and up-to-date flow of information between the RO and HQ and COs/MCO in the region;
Oversee all operations activities, including finance, human resources, procurement, transport, administration and ensure they follow UN Women rules, regulations, policies and procedures;
Manage staff in Operations Team: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.
Manage planning, expenditure tracking and auditing of financial resources:
Ensure strategic and efficient management of office and programme financial resources;
Exercise proper financial controls;
Report at the regional level and to HQ on established structures; seek advice from HQ when deviations may be necessary;
Work closely with HQ, COs, and MCOs 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;
Ensure RO and COs/MCOs compliance with Internal Control Framework, Delegation of Authority, and segregation of duties and responsibilities.
Oversee procurement processes:
Manage the provision of goods and services for offices and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements; oversee procurement in COs;
Oversee the preparation of procurement plans in RO and COs; participate/chair in local and regional Procurement Review Committees;
Oversee RO assets and liabilities and ensure proper inventory control.
Oversee information and communications management:
Oversee the implementation of ICT systems;
Ensure staff have access to Quantum functionality for improved business results and improved client services;
Oversee maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
Serve as the focal point for security issues and ensure safety and security of staff [This section should be removed if a dedicated security and safety position exists in the CO or RO] :
Manage day-to-day security related matters;
Update personnel and dependents lists; provide reports;
Brief senior management and staff on security matters and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;
Ensure full security and safety compliance with the UN and UN Women regulations and processes;
Liaise and work closely with Country Security Specialist, Regional Security Specialists and Global Security Advisor;
Develop and maintain Business Continuity Plan for the RO, provide support to CO and MCOs.
Participate in inter-agency activities:
Represent UN Women 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.
Lead Knowledge Sharing between the RO and COs:
Ensure knowledge is shared and adequately applied between the regional office and COs/MCOs in the region
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Competencies
Core Values:
Respect for Diversity
Integrity
Professionalism
Core Competencies:
Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example
Functional Competencies:
Excellent knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system;
Ability to provide advice and develop solutions to varying problems;
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 lead a team;
Ability to handle confidential information;
Excellent organizational 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.
Experience:
At least 7 years of progressively responsible experience at the national or international level, in office management, operations or finance;
Experience in leading a team;
Experience coordinating with partners and stakeholders;
Experience in working in a computer environment using multiple office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft and quantum;
Professional background in programming/ projects management is desirable
Language:
Fluency in English is required
Working knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
APPLICATION DEADLINE :
3-Dec-23
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