Head of Operations (Parental Leave Cover)

Functional Responsibilities:

Operational leadership and advisory

• Advise and assist the Director in developing strategies, processes and opportunities for ensuring coherence amongst the various work streams and priorities of the SMS.
• Support the Director with the development and implementation of the Secretariat’s work plan and collaborate with colleagues, to identify the needs, determine cost and plan all support services, including human resources, procurement, finance, travels, human resources and administrative services.
• Contribute to the formulation of SMS strategies and policies through advisory services to the Director.
• Ensure effective operations/support services processes are defined and maintained between the SMS Operations Team, UNOPS Geneva Office and UNOPS headquarters.
• Ensure client service and satisfaction with operations/support services processes, liaising with UNOPS Geneva Office and UNOPS headquarters for required support as required.
• Lead on health, safety, security and environmental (HSSE) matters to ensure they are integrated into all aspects of the operations and that related risks are managed effectively.
• Monitor and supervise all aspects of operations to ensure compliance with corporate strategies, UNOPS rules, regulations, policies, and standards of accountability, ethics and integrity and achievement of results.

Programme management

• Ensure the financial sustainability of the programme and delivery of desired results, ensuring compliance with organisational strategies, rules, regulations and standards of performance.
• Manage and oversee the preparation of programme documents (including business cases/strategies, programme plans and risk assessments).
• Manage the structured transition of new UNOPS systems and tools into the SMS.
• Monitor use of Delegations of Authority (DOA).

Financial Management

• Prepare the Secretariat’s financial plan and manage the budget process/cycle to ensure timely revisions and reallocation of funds.
• Monitor, track and control expenditures and supervise all financial services (accounting, cash management, payments etc.) ensuring optimum and appropriate use of resources and compliance with standards of accountability and performance.
• Monitor project financial projections, take necessary action(s) and/or refer critical issues to the Director and/or other stakeholders for action.
• Ensure the availability of required financial reports including investigating anomalies to resolve problems, reporting or recommending any action required to relevant stakeholders.
• Approve disbursement of allocated financial resources for the SMS.
• Act as the SMS focal point for any internal/external audit exercise.

Human resource management

• Advise the Director on staffing needs and plan personnel required for the Secretariat.
• Ensure that hiring managers actively seek to create diverse teams in terms of gender and geography.
• Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities.
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Procurement

• Oversee and supervise the Secretariat procurement processes, including tendering processes and evaluation and supplier selection, to ensure viable procurement solutions that are cost-effective and meet operational needs.
• Ensure that UNOPS procurement procedures, regulations and standards of accountability, ethics, integrity and performance are met.
• In consultation with relevant colleagues, review, administer and issue contracts, agreements/amendments with the different vendors/subcontractors/service providers.
• Liaise with UNOPS to ensure appropriate procurement support capacity is in place for major events.

Administration and IT

• In close collaboration with UNOPS, support maintenance of a secure and reliable ICT environment, including adequate plans for disaster recovery.
• Manage the acquisition, maintenance, inventory, recording, verification and protection of project and administrative facilities/assets, including IT infrastructure, equipment and servers.
• Identify opportunities for leveraging the use of IT to enhance business operations and efficiency and to facilitate knowledge management, and information sharing.
• Manage the timely and efficient delivery of all administrative services, (e.g. premises, asset management, organisational and personnel security, travel and IT).
• Lead the project management of major SMS events, including maintaining a roster of specialist events managers to oversee all aspects from pre planning through to post event evaluation.

Innovation and knowledge management

• Ensure feedback on client service and satisfaction with operations/support services processes is provided to UNOPS Geneva Office and UNOPS headquarters and contribute to updating processes as appropriate.
• Contribute to the dissemination and sharing of best practices and lessons learned for knowledge building within the Secretariat.
• At the request of the Director and in collaboration with the team, plan, implement and organise strategic capacity building of personnel and other stakeholders.

Education/Experience/Language requirements:

Education

• Advanced university degree (Master’s degree or equivalent) in a relevant field such as finance, business, public administration or other relevant related field is required.
• A Bachelor’s degree with a combination of two additional years of relevant experience may be accepted in lieu of the master’s degree

Experience

• A minimum of 7 years of progressively responsible experience covering at least two of the following operations functions: Procurement, Finance, Logistics/ Asset Management and Human Resources. Knowledge of the other functions is required.
• A minimum of 3 years of leadership experience, including a proven track record managing staff and operational systems is required.
• Experience dealing with UNOPS regulations, rules and policies in the areas of contracting, procurement and human resources is desirable.
• Experience in UN system organisations, preferably in a developing country is desirable.

Languages

• Full working knowledge of English is essential.
• Knowledge of another official UNOPS language, particularly French, is an asset

Think big. Meet challenges head-on. Help people build better lives.
UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us!

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.