Operations Officer Location: Bhubaneshwar Closing date: 12th November 2013
Purpose of the Post
Support the Chief Field Office in the management of the operational functions of the field office (i.e., finance, accounts, HR, administration, supply, ICT), in support of the office programme. Supervises a group of support staff to manage and deliver operational support for programme management and administration, in the following manner:
A. Major Duties and Responsibilities
1. Approves, certifies and confirms operational transactions through the interpretation and determination of applicable policies, procedures, rules and regulations, (e.g., disbursements within authorized limits, contractual agreements, personnel administration, purchase of supplies and equipment). Approves operational transactions within established limits.
2. Monitors compliance with all the operational systems and procedures. Establishes relevant internal controls. Ensures accuracy, promptness and appropriateness of information, and reports to the Chief, Field Office.
3. Establishes, maintains and provides technical guidance and support to various consultative and advisory committees submitting appropriate documentation and relevant reports, (i.e. SMT, JCC, CRC, PSB, and local Training Committee). Coordinates staff-related issues and activities with staff association.
4. Manages the recruitment of consultants in an appropriate and timely manner. Provides oversight and supervisory support to third party contracts. Provides staff briefing and orientation regarding all of the operational areas. Also provides counselling on personnel-related issues, including career development.
5. Ensures timely planning and acquisition of supplies in the office. Ensures administrative support in its delivery, monitoring, control and inventory. Ensures that local procurement of supplies (for PROG/ ADMIN BUDG) are made in accordance to organization’s rules regulations and procedures.
6. Advises and recommends to the Chief, Field Office when deviation from rules and regulations may be required and proposes alternative solutions to meet office objectives. Provide support to the Chief, Field Office in monitoring HACT implementation and monitoring, particularly related to financial aspects.
7. Participates in the country programme strategy, development, planning and preview/review meetings to identify staffing and administrative operational requirements. Reviews office structures and operations, and updates job descriptions prior to budget preparation, in line with the country programme commitment. Prepares budget and the accompanying justification and documentation. Monitors and controls budget allotments.
8. Arranges with the government authorities, all operational facilities and basic cooperation agreements, (e.g. customs, VAT, security, accommodations, privileges and immunities).
9. Analyses needs, develops and implements a plan for keeping information technology options up to date, which includes supervision of installation and/or adjustment of IT systems, acquisition and maintenance of hardware/software, and the training of staff.
10. Acquires all expendable and non-expendable properties (administrative and/or programme supplies), ensuring that procurement is made according to organization’s rules, regulations and procedures.
11. Identifies and proposes appropriate office accommodation, (i.e., purchase vs. rental, ensures maintenance of premises, security of staff, office premises, equipment and supplies). Also advises staff on appropriate housing accommodations.
B. Qualifications, Skills and Attributes
Education University degree in Business Administration, Management or a related field.
Work Experience Two years of progressively responsible professional work experience in finance management, HR and office administration. Languages
Fluency in English is required. Knowledge of the local working language of the duty station is an asset.
Competency Profile (For details on competencies please refer to the UNICEF Professional Competency Profiles.)
i) Core Values (Required) • Commitment • Diversity and Inclusion • Integrity
ii) Core Competencies (Required) • Communication [I] • Drive for Result [II] • Working With People [I] iii) Functional Competencies (Required) • Analyzing [ I ] • Applying Technical Expertise [II] • Following Instructions and Procedures [II] • Planning and Organizing [II]
iv) Technical Knowledge
a) Specific Technical Knowledge Required (for the job) (Technical knowledge requirements specific to the job can be added here as required.) • Specialized knowledge to perform the functions of the job at competent level • UNICEF operation’s goals, visions, positions, and organization development and change management strategies • UNICEF operation’s policies, procedures and guidelines in the Manual. • Rights-based and Results-based management and programming approach in UNICEF. • UNICEF Mid-Term Strategic Plan (MTSP) • Knowledge of the global commitment on aid effectiveness, including the Paris Declaration on Aid Effectiveness, the Accra Agenda for Action as well as knowledge of the Global Programme Partnerships (GPPs).
b) Common Technical Knowledge Required (for the job group) • Principles of office management, accounting, financial management, programme management and administration • UNICEF operation’s goals, visions, positions, policies and strategies. • Policy and procedures of operational management, including UN/UNICEF financial and personnel rules and regulations • Human resources planning, development, management and administration. (e.g., HR Policy & Procedures Manual, Salary Survey Manual, Job Classification Standards) • Information and Communication Technology administration • Supply operations, logistics and purchasing administration • UNICEF emergency programme policies, goals, strategies, approaches and procedures (e.g., Security handbook) • Gender equality and diversity awareness
c) Technical Knowledge to be Acquired/Enhanced (for the Job) • UN policies and strategy to address operational issues involved in harmonization of operations in the common system.. • UNICEF positions about UN common approaches to operations issues. • UN security operations and guidelines. • Government regulations and laws in the locality • UNICEF strategic framework for partnerships and collaborative relationships
Applications consisting of a cover letter and an up-to-date CV should be sent to firstname.lastname@example.org by 12th November 2013. In order to ensure that your application is sorted correctly, please clearly mention the title and location of the post in the subject line of your e-mail/application. Only applications of short listed candidates will be acknowledged. These vacancies are open to Indian Nationals only.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organizations qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
UNICEF does not charge a fee at any stage of the recruitment process including application, interview, meeting, traveling, processing, training etc. UNICEF is a non-smoking working environment