Operations Manager at UN Women Tanzania

Operations Manager
Operations Manager at UN Women Tanzania April 2024
Advertised on behalf of  UN Women
Location : Dar Es Salaam, TANZANIA
Type of Contract : FTA Local
Post Level : NO-C
Duration of Initial Contract : 1 year
Languages Required : English
 
UNDP
is committed to achieving workforce diversity in terms of gender,
nationality and culture. Individuals from minority groups, indigenous
groups and persons with disabilities are equally encouraged to apply.
All applications will be treated with the strictest confidence. UNDP
does not tolerate sexual exploitation and abuse, any kind of harassment,
including sexual harassment, and discrimination. All selected
candidates will, therefore, undergo rigorous reference and background
checks.

Background
UN Women, grounded in the vision
of 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.
Reporting to the Country Representative, the Operations Manager in the
Country Office serves as a member of the senior management team, with
oversight responsibilities for all aspects of the Country Office
Operations, this includes strategic financial and human resources
management, efficient procurement and logistical services, security
management, ICT and common services consistent with UN Women rules and
regulations. The Operations Manager additionally serves as a key advisor
to the Country Representative on matters of organizational integrity
with the aim of ensuring: (i) compliance with UN Women policies and
regulations; (ii) effective systems to support programme delivery and
growth; (iii) accountability to organizational values and principles;
and (iv) an enabling workplace environment in which staff potential is
maximized.

The Operations Manager leads and guides the Country
Office Operations Team and fosters collaboration within the team, with
programme staff and with other UN Agencies and a client-oriented
approach. The Operations Manager works in close collaboration with
programme teams in the office, providing close guidance to programme
staff who perform adjunct operations functions, ensuring that such staff
are knowledgeable of rules and procedures governing programme finances,
donor reporting, and personnel. She/he also works in collaboration with
operations staff in other UN Agencies, UN Women Regional Office and HQ
staff and Government officials to successfully deliver operations
services

Duties and Responsibilities
Key Functions and Accountabilities

• Manage
  the operations in the Country Office:Serve as a member of the Senior
  Management team and provide advice and support to the Country
  Representative on operational issues;
• Develop the annual workplan for the Operations Team and oversee its implementation and monitoring;
• Participate
  in review meetings and assess the managerial and operational capacities
  of implementing partners in collaboration with the programme and
  technical team;
• Manage business process mapping and establish
  internal standard operating procedures in all areas of the Operations
  Team’s functions;
• Manage the implementation of corporate,
  budget, financial, procurement, and HR policies and systems and ensure
  adequate training of staff and project personnel on these issues;
• Ensure a continuous and up-to-date flow of information between the CO, RO and HQ;
• Oversee
  all operations activities, including finance, human resources,
  procurement, transport, IT, security, 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.

Oversee planning, expenditure tracking and auditing of financial resources:

• Ensure strategic and efficient management of office and programme financial resources;
• Exercise proper financial controls;
• Report locally and to HQ on established structures; seek advice from RO when deviations may be necessary;
• Review and take corrective action as appropriate on audit findings;
• Perform Level 2 Committing Officer role in Quantum for voucher and Purchase Order (PO) approvals;
• Ensure
  the CO’s compliance with Internal Control Framework, Delegation of
  Authority and segregation of duties and responsibilities.

Oversee/Provide Human Resources services to the Tanzania Country Office:

• Oversee recruitment processes; liaise with the RO/HQ and service providers as necessary;
• Oversee contracts; advise on appropriate contract modalities.

Oversee procurement processes:

• Manage
  the provision of goods and services for the CO 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;
• Manage the preparation of procurement plans in the CO;
• Participate/chair in local Procurement Review Committees (PRC);
• Manage CO assets and liabilities and ensure proper inventory control.

Oversee information and communications technology (ICT) management:

• Oversee the implementation of ICT systems;
• Ensure staff have access to Quantum functionality for improved business results and improved client services;
• Mange 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:

• Brief
  supervisor and UN Women personnel on security and safety 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 Regional Security Specialist and Global Security Advisor;
• In
  absence of Country Security Specialist, manage day-to-day security
  related matters; update personnel and dependents lists; provide reports;
• Ensure that personnel request appropriate security clearance for travel;
• Develop and maintain Business Continuity Plan.

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.

Contribute to knowledge sharing between the Country Office and RO:

• Ensure knowledge is shared and adequately applied between the CO and RO in the region.

The
incumbent performs other duties within their functional profile as
deemed necessary for the efficient functioning of the Office and the
Organization:

• Supervisory/Managerial
  Responsibilities: The Operations Manager will have direct supervision
  of the country office operations team under the Four key sections, i.e.
  ICT, Human Resources, Finance, Procurement, Transport and
  Administration.

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

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/en/about-us/employment/application-process#_Values?

FUNCTIONAL COMPETENCIES:

• Strong
  knowledge of operation, finance, procurement, human resources, ICT, and
  security systems and processes, particularly in the UN system is an
  asset;
• Ability to provide advice and support;
• Ability to lead formulation and monitoring of management projects;
• Ability to handle confidential information
• Good negotiating skills
• Strong 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 5 years of progressively responsible experience at the national
  or international level, in office management, operations or finance;
• Experience in leading a team;
• Experience
  in working in a computer environment using multiple office software
  packages, experience in handling of web-based management systems and ERP
  systems, preferably Oracle Cloud;
• Experience of accrual accounting, IPSAS or IFRS is highly desirable;
• Professional background in programming/ projects management is desirable.

Language:Fluency in English is required.
Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Application:
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/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc.
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.

Note:
In
July 2010, the United Nations General Assembly created UN Women, the
United Nations Entity for Gender Equality and the Empowerment of Women.
The creation of UN Women came about as part of the UN reform agenda,
bringing together resources and mandates for greater impact. It merges
and builds on the important work of four previously distinct parts of
the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused
exclusively on gender equality and women’s empowerment.

Diversity and inclusion:
At
UN Women, we are committed to creating a diverse and inclusive
environment of mutual respect. UN Women recruits, employs, trains,
compensates, and promotes regardless of race, religion, color, sex,
gender identity, sexual orientation, age, ability, national origin, or
any other basis covered by appropriate law. All employment is decided on
the basis of qualifications, competence, integrity and organizational
need.

If you need any reasonable accommodation to support your
participation in the recruitment and selection process, please include
this information in your application.

UN Women has a
zero-tolerance policy on conduct that is incompatible with the aims and
objectives of the United Nations and UN Women, including sexual
exploitation and abuse, sexual harassment, abuse of authority and
discrimination. All selected candidates will be expected to adhere to UN
Women’s policies and procedures and the standards of conduct expected
of UN Women personnel and will therefore undergo rigorous reference and
background checks. (Background checks will include the verification of
academic credential(s) and employment history. Selected candidates may
be required to provide additional information to conduct a background
check.