International Operations Manager

About the job

Job Description

The Position:

The International Operations Manager (IOM) position is located in the Zimbabwe Country Office and works with both the operations and programmes teams in achieving the overall strategy of the CO. Under the direct supervision of the Representative, the IOM provides leadership and advice to the Country Office on all aspects of office management and operations, covering a broad range of issues ranging from financial and human resources management; procurement; IT; general administration; travel and logistics; common services; as well as the security of UNFPA premises and staff.

The IOM actively participates in local inter-agency coordination to ensure UNFPA’s needs in common systems and service issues are met. Under the overall guidance of the Representative, the IOM leads strategic planning for UNFPA operations and setting of management targets, outsourced services provided by UNDP, and advises the Representative on course correction, cost effectiveness, and creative responses to emerging complex challenges.

The IOM is responsible for the supervision and guidance of the CO’s operations staff, ensuring cross-unit cooperation and coordination. The IOM ensures a client-oriented approach and consistency with UNFPA rules and regulations, and good management practice. The IOM represents UNFPA in the Operations Management Team (OMT) and liaises with other UN Agencies, UNFPA HQs staff, and Government officials to successfully deliver operational services.

How You Can Make a Difference

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose

The IOM offers operational oversight, guidance, and implementation of policies for program efficiency, HR and Financial management, as well as External Risk Management leadership. S/he is responsible for a smooth functioning, well-managed, and results-oriented CO and facilitates program implementation and delivery by providing for the operational needs of programs and projects managed at the CO. The IOM ensures the CO is strengthened and supported in its operations, needs, and queries by ensuring administrative management policies, regulations, rules, and procedures are compatible with CO needs.

The key results have an impact on the overall economy, efficiency, and effectiveness of CO operations and the functioning of the UNFPA in line with commonly adopted practices as it relates to the use of corporate resources in the following areas: Financial Services, Human Resources, Procurement and Logistical Services, ICT, and Common Services. The IOM also plays a crucial role in the implementation of the UN agenda on common services and joint procurement.

Responsibilities

The IOM will be responsible for:

• Ensuring a smooth functioning, well-managed and results-oriented country office:
• Serve as a member of the Country Management Team, providing operational support to the Representative and Deputy Representative;
• Oversee operational and staffing requirements for the country office and its component projects by participating in review meetings and assessing the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
• Represent UNFPA in inter-agency meetings and working groups, ensuring smooth cooperation between agencies on joint undertakings, and ensure UNFPA 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.
• Analyse operational aspects of project inputs under both UNFPA and partners’ execution in terms of personnel, equipment, subcontracts, procurement, training, etc.;
• Supervise and monitor implementation of corporate, financial, procurement, and HR policies and systems, ensuring 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;
• Ensure the strategic and efficient management of office and programme financial resources through planning and tracking of available resources. exercising appropriate financial controls and adherence to corporate financial policies, rules and regulations. Report both locally and to Headquarters (HQ) in a timely manner on established structures. Seek advice from HQ when deviation from rules and regulations may be necessary and propose alternative solutions to meet programme and office objectives;
• Maintain oversight of the timely provision of goods and services for the CO and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluating cost effectiveness and managing the negotiations in connection with eventual agreements;
• Manage CO assets and liabilities and ensuring proper inventory control;
• Supervise administrative staff at the CO and ensuring established procedures are being followed;
• Review and taking corrective action as appropriate on audit findings;
• Implement and promote effective knowledge sharing on new systems, tools, and best practices for efficient and optimal administrative and operational support within the Country Office.;
• Identify new approaches and measures to further enhance UNFPA delivery capacities, professional management, and cost effectiveness.
• Financial and Audit Management
• Develop and maintain systems and mechanisms for effective management of UNFPA human and financial resources required for DEX and/or NEX procedures.
• Implement corporate systems and applications in support of financial management and country office operations.
• Manage the preparation of and monitor the administrative budget to ensure financial transactions are in accordance with UNFPA financial rules and procedures.
• Ensure that all financial transactions are timely and that payments are properly managed at UNFPA level.
• Ensure compliance and complete supporting documentation for voucher payments.
• Monitor programme financial performance for all core and non-core resources by ensuring that the necessary financial information and analysis is available, including implementation rate against indicators/results.
• Manage internal audit functions for the country office and implementing partners.
• Provide information, technical advice, and guidance on all aspects of financial management, auditing, budgets, and cash flow management; liaising and advising on best practices as necessary in-house as well as with external stakeholders.
• Monitor and evaluate effectiveness of finance processes within the country office and ensure compliance of the office business practices with the provisions of the UNFPA Policies and Procedures, work practices, and processes and drive changes for improvement where and when necessary.
• Strategic Human Resource Management for the CO
• Analyse and advise management on the strategic approach to recruitment in the CO, proper use of contractual modalities, HR policies, benefits, forecast of the staffing needs, performance evaluation and staff career development management.
• Lead in the management of the recruitment and selection process in the CO by applying best practice HR tools and mechanisms.
• Coordinate the Performance and Development (PAD) process and advise on performance improvement strategies.
• Ensure full compliance of HR activities with UN rules and regulations, UNDP/UNFPA policies, procedures and strategies; effective implementation of the internal control, analysis of parameters in support of proper design and functioning of the HR management system.
• Establish internal Standard Operating Procedures (SOPs) in HR management
• People management & leadership
• Lead, motivate, and manage the operations team, promoting a culture of teamwork, collaboration, and continuous learning.
• Build the capacity of operations staff through coaching, mentoring, and training on all aspects of operations management.
• As part of Senior Management, contribute to a harmonious working environment; seek to strengthen team-building by encouraging active participation and interaction at all levels; foster staff development and empowerment.
• Ensure that the goals of gender equality, diversity, and inclusion are met within the Country Office while simultaneously ensuring regulations and procedures are applied consistently.
• Acts in the capacity of Deputy Country Representative in his/her absence taking on leadership responsibilities as required.
• Act as the security focal point for UNFPA, liaise with the Security Adviser in the Regional office as well as in the HQ, as required.
• Supports the implementation of UN/UNDP MOSS compliance;
• Together with the Deputy Representative, represents UNFPA in the Security Management Team and is responsible for efficient implementation in UNFPA of security measures agreed in the SMT and for compliance with security policy.
• General Support
• Stand-in for other team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership.

Qualifications And Experience Required

Essential Education:

• Advanced degree/ Master’s degree in business administration, public administration, finance, human resources, information technology or a related field.

Essential Knowledge And Experience

• At least seven years of progressively responsible professional experience in administration, finance or operations management, including three years in a management role within a governmental, multilateral, or civil society organization in a multi-cultural setting.
• Thorough knowledge of the UN Staff Rules and Regulations, HR management policies, financial rules and regulations, ICT and procurement.
• Solid knowledge in financial and human resources management, contract, asset and procurement, information and communication technology, and general administration.
• Strong analytical, management, and leadership skills with the ability to build strong relationships with clients, focus on impact and results, and respond positively to feedback.
• Demonstrated experience in a challenging and complex organizational setting, with senior-level management responsibilities.
• Proficiency in current office software applications and corporate IT systems.
• Ability to lead business processes re-engineering, implement new systems, and positively affect staff behavioral/attitudinal changes.
• Demonstrates knowledge sharing orientation and the ability to mentor and coach staff.
• Demonstrates effective team building, leadership, and conflict resolution skills.
• Ability to lead strategic planning, results-based management and reporting, formulation, and monitoring of projects/programs.
• Strong verbal and written communication skills.

Languages

Fluency in oral and written English is required. Working knowledge of another UN Official Language, an asset.

Values

Required Competencies:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• Embracing change

Core Competencies

• Achieving results;
• Being accountable;
• Developing and applying professional expertise/business acumen;
• Thinking analytically/managing ourselves and our relationships;
• Communicating for impact

Functional Skill Set

• Facilitating quality programmatic results;
• Managing the organisation’s financial resources;
• Ensuring compliance with ICT standards and applications;
• Ensuring compliance with Organisation’s Policies and procedures;
• Provide procurement services;
• Ensure facilities and assets management;
• Align human resources management with the organisation’s strategic direction;
• Attract and develop the regional/country workforce

Managerial Competencies

• Providing strategic focus;
• Engaging in internal/external partners and stakeholders;
• Leading, developing and empowering people, creating a culture of performance;
• Making decisions and exercising judgment.

Compensation And Benefits

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Closing Date: 27 May 2023