Chief of Operations, P-4 - Unicef, Brasilia

Closing date:  18 Nov 2011

Purpose

As the head of operations of UNICEF Brazil, a large-sized office, you will be accountable for management of cost effective, efficient and secure operations, in support of management, administration and implementation of the country programmes, consistent with operations of all other country offices in the Region in accordance with strategy plans and decisions made by Regional Management Team and Country Programme Management Teams (CPMP).

You will oversee the RMP Operations in Brazil (all related financial, HR, ICT, and administrative issues).

You will also provide guidance in operations to a gender-balanced, multidisciplinary team of professionals to identify and correct gender balances

Key Expected Results
  1. Effective operations of financial, ICT, human resources and administrative management
    a. Manage and ensure the effective, equitable and efficient operations of the office's finance, human resource and administrative systems to support and facilitate the attainment of programmatic goals and objectives by meeting changing operational requirements. Advise management and assist in establishing new offices.
  2. Policy interpretation and application
    a. As technical professional and manager, accountable for the correct and consistent application of organizational policies and procedures in the management of finance and administrative functions through the provision of technical leadership and operational support to the country office.
    b. Contribute to global and regional strategic planning and policy changes/formulation on operational matters as necessary; Provide technical input to contribute to the establishment of operational guidelines in close coordination with the head of office, the Regional Operations Officer and DFAM.
    c. Implement the effective communication, training, roll-out, monitoring and evaluation of new operational initiatives, guidelines and procedures.
  3. Fiduciary integrity/responsibility for funds and assets
    a. Safeguard the financial resources entrusted to the office by advising on and/or managing financial assets, financial planning and cash management activities and by recommending improvements to the financial and administrative management systems and procedures. Accountable for fiduciary integrity/responsibility for funds and assets taking decision on all operational and financial transactions, disbursement of funds and administrative arrangements.
    b. Ensure efficient, cost-effective and transparent utilization of resources through knowledge and technology transfer between offices and consistency of approaches.
  4. Leadership in strategic planning and policy formulation in the areas of operations
    a. Play a major role in strategic planning and decision-making within the UNICEF Operations and provides sound professional input and oversight to the development, reform and change of financial, human resource and administrative policies, systems and procedures.
    b. Participate in effective management process by providing technical advice and support to corporate committees (including PBR, RMTs, CMT, JCC, CRC, PSB, etc.).
  5. Office Services
    a. Ensure the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.
    b. Under the auspices of the Inter-Agency Operations Management Team, support approaches for enhancing UN common services to attain efficiencies and effectiveness.
  6. CPMP
    a. Development of the finance, budget and administrative components of the CPMP is timely completed; participate in the review of office structures and operations, and compilation of required job descriptions, prior to budget preparation, in line with the country programme commitment; contribute to the preparation of budget and the accompanying justification and documentation. Participate in the country programme strategy, development, planning and preview/review meetings, to identify staffing and administrative operational requirements. Within the framework of the CPMP, coordinate and contribute towards human resources planning.
  7. Compliance and Internal Control
    a. Monitor and manage budget process. Ensure all other operational reporting requirements are fully met for the office. Monitor compliance with all operational systems and procedures and ensure integrity in all financial and other administrative operations of the office.
    b. Serve as the focal person for office management indicators; ensure all other operational reporting requirements are fully met for the office; in collaboration with the Deputy Representative, ensure the implementation of agreed audit recommendations; advise on corrective measures to be taken and establish relevant internal controls. Develop training activities to ensure effective operational performance and efficiency.
  8. Staff Learning and Development
    a. Develop training activities to ensure effective operational performance and efficiency. Develop and implement effective staff learning and development programme activities for both programme and operations staff on operational matters for capacity building. Plan and conduct operations workshops for staff’s competency building, staff development, learning and career development. Provide coaching and counselling to the staff on performance enhancement/development.
  9. Partnership, Coordination and Collaboration
    a. Maintain government counterpart relations; resolve issues pertaining to conditions of service, operational facilities and privileges within the context of the Basic Cooperation Agreement; Ensure adherence to financial regulations and rules pertaining to Cash Assistance to Government (CAG).
    b. Cooperate and coordinate with other UN agency counterparts in the UN reform initiatives (including HACT capacity building of IPs, common services and premises agenda, etc.).
    c. Advise Head of Office on finance, human resource and administrative matters providing guidance on all operational submissions for the approval of the Regional Director; brief office staff on financial, human resource and administrative policies and procedures providing authoritative advice; provide technical guidance and oversight to junior Operations staff in country offices and swiftly resolve operational issues.
    d. Coordinate/liaise with the HQ Divisions to support policy formulation in the area of operations; advise on the applicability of new policy directives to regional operations. Make substantive recommendations on the improvement of systems and internal controls, planning and restructuring and resolution of sensitive issues and problems, taking into account the prevailing conditions in the locality.
    e. Establish and maintain all consultative and management committees (e.g. CRB, JCP, JCC, CRC, PSB, TRT, PBR and Training); Organize and train committees in compliance with the guidelines.
    f. Collaborate with senior Programme Officers and country office staff providing creative problem solving in support of programming activities while maintaining sound internal operational controls.
    g. Represent the office in meetings with local banks and administrative suppliers; negotiates locally issued contracts as well as in meetings with other UN Agencies to coordinate operational matters and activities, including harmonization of the UN common system.
    h. Represent UNICEF in the local salary survey committee and fully participates in all processes of the salary survey review and administration to ensure the methodology is applied correctly throughout.
    i. Coordinate promptly with the Regional Office, the Head of Office, Programme Officers and other staff in the country office for security-related issues and emergency operations. Provide operational support to emergency preparedness and emergencies. Inform and update all staff members in the country office on security related issues and emergency operations.
Qualification
Advanced university degree in accounting, business administration. economics, or financial Management*. Membership - or enrolled for membership - in a recognized professional accountancy body.

Eight years of relevant work experience in office management, finance, accounting, ICT and/or human resources.

Both national and international work experience in management, finance accounting, ICT, human resources, administration, supply and procurement-related fields. Work experience in emergency duty station.

Fluency in English and Spanish. Working knowledge of Portuguese highly desirable.
*A first level university degree with a relevant combination of academic qualifications and experience may be accepted in lieu of the advanced university degree.

Competencies
Has highest-level communication skills, including engaging and informative formal public speaking.

Consistently achieves high-level results, managing and delivering projects on-time and on-budget.

Creates and encourages a climate of team-working and collaboration in a multi-cultural environment.

Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.

Identifies urgent and potentially difficult decisions and acts on them promptly; initiates and generates team- and department-wide activities.

Creates organization-wide processes to help ensure that all adhere to procedures and policies.

Translates strategic direction into plans and objectives.

Has high-level leadership and supervisory skills; provides others with a clear direction; motivates and empowers others; recruits staff of a high caliber; provides staff with development opportunities and coaching.

Quickly builds rapport with individuals and groups. Actively nurtures good relationships with people across all organizational levels and boundaries, and with government leaders and stakeholders.
 
How to apply: 
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 organisation. If you want a challenging career while improving the lives of children around the world UNICEF, the leading children’s rights organization, would like to hear from you.

Visit us  to register in our new e-Recruitment system and apply to this and other vacancies, quoting E-VN-2011-001934. Applications must be received by 18 November 2011.

Please note that only candidates who are under serious consideration will be contacted.
In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities: well qualified candidates are strongly encouraged to apply.

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