job description - Operations Manager
How can you make a difference?
- Under the direct supervision of the Chief of Kano Field Office (CFO) and overall guidance from the Deputy Representative, Operations (DRO), the incumbent is accountable for the management of cost-effective, efficient, and secure operations, in support of management, administration, and implementation of the country programmes, consistent with operations of the Country Office and Field Offices in accordance with strategy, plans, and decisions made by the Country Programme Management Teams.
- Provides guidance in operations to a gender-balanced, multidisciplinary team of professionals to identify and correct gender balances. Under DRO’s leadership, provides technical oversight, guidance, and technical support to Operations Officers in the Northwest zone (Kano, Kaduna, and Sokoto Field Offices).
- Operations of financial, budget, information and communication technology, supply and logistics, human resource, and administrative management strengthened and maintained for the Field Offices in the area of responsibility.
- Appropriate and consistent interpretation and application of operations policy and procedures implemented to support operations at the FOs levels.
- Fiduciary responsibility for funds and assets effectively secured and timely executed for optimum utilization by taking appropriate decision on all operational and financial transactions, disbursement of funds, and administrative arrangements.
- Effective leadership provided in strategic planning and policy recommendations in the area of operations, taking initiative in improving and implementing operations management systems.
- Basic office services effectively provided to enhance staff safety and productivity
- Operations components of the CPMP and annual work plans prepared timely, as well as all other operational reporting requirements fully met for the field offices.
- Compliance with all operational systems and procedures effectively monitored to ensure integrity in all financial and other administrative operations of the office.
- Staff learning/development for effective operations performance programme developed, implemented, and enhanced for capacity building.
- Effective coordination, communication, and collaboration established and maintained with internal and external partners for efficient operations, advisory function, vision and leadership, policy coordination, consultative and participatory management process, external representation, as well as security and emergency operations.
Summary of key functions / accountabilities
Effective operations of financial, human resource, and administrative management:
- Manages and ensures the effective, equitable and efficient operations of the offices’ finance, human resource and administrative systems to support and facilitate the attainment of programmatic goals and objectives by meeting changing operational requirements.
- Ensures effective operations that promote gender sensitivity and gender parity. Advises management and assists in establishing new offices.
Policy interpretation and application:
- As a 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.
- Contributes to global and regional strategic planning and policy changes/formulation on operational matters as necessary; Provides technical input to contribute to the establishment of operational guidelines in close coordination with the head of office and DRO.
- Implements the effective communication, training, roll-out, monitoring and evaluation of new operational initiatives, guidelines and procedures.
Fiduciary integrity/responsibility for funds and assets:
- Safeguards 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 decisions on all operational and financial transactions, disbursement of funds, and administrative arrangements.
- Ensures efficient, cost-effective and transparent utilization of resources through knowledge and technology transfer between offices and consistency of approaches.
Leadership in strategic planning and policy formulation in the areas of operations:
- Plays a key role in strategic planning and decision-making within the UNICEF Operations and provides sound professional input to the development, reform and change of financial, human resource and administrative policies, systems and procedures, including those that strengthen gender policy in programming and staff gender parity.
- Participates in effective management process by providing technical advice and support to corporate committees.
- Ensures the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.
- Under the auspices of the Inter-Agency Operations Management Team, supports approaches for enhancing UN common services to attain efficiencies and effectiveness.
- Inputs and support to the development of the finance, budget and administrative components of the CPMP is timely completed; participates in the review of field office structures and operations, and compilation of required job descriptions, prior to budget preparation, in line with the country programme commitment and work plans; contributes to the preparation of budget and the accompanying justification and documentation. Participates in the country programme strategy, development, planning and preview/reviews meetings to identify staffing and administrative operational requirements. Within the framework of the CPMP and RMP, coordinates and contributes towards human resources planning.
Compliance and Internal Control:
- Monitors and manages budget process for the field offices under oversight. Ensures all other operational reporting requirements are fully met for the field office. Monitors compliance with all operational systems and procedures and ensures integrity in all financial and other administrative operations of the field office.
- Serve as the focal person for the field office management indicators; ensure all other operational reporting requirements are fully met; in collaboration with the Deputy Representative Operations and under the Chief of Field Office guidance, 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.
Staff Learning and Development:
- Develops training activities to ensure effective operational performance and efficiency. Develops and implements effective staff learning and development programme activities for both programme and operations staff on operational matters for capacity building. Plans and conducts operations workshops for staff’s competency building, staff development, learning, and career development. Provides coaching and counseling to the staff on performance enhancement/development.
Partnership, Coordination and Collaboration:
- Maintains government counterpart relations; resolves issues pertaining to conditions of service, operational facilities and privileges within the context of the Basic Cooperation Agreement; Ensures adherence to financial regulations and rules pertaining to Cash Assistance to Government (CAG).
- Cooperates and coordinates with other UN agency counterparts in the UN reform initiatives (including HACT capacity building of IPs, common services and premises agenda, etc.).
- Advises Field Office on finance, human resource and administrative matters providing guidance on all operational submissions for the approval of the Head of Office; briefs office staff on financial, human resource and administrative policies and procedures providing authoritative advice; provides technical guidance and oversight to junior Operations staff in-country offices and swiftly resolves operational issues.
- Advises on the applicability of new policy directives to field office operations. Makes substantive recommendations on improving systems and internal controls, planning and restructuring and resolution of sensitive issues and problems, taking into account the prevailing conditions in the locality.
- Collaborates with senior Programme Officers and country office staff providing creative problem-solving in support of programming activities while maintaining sound internal operational controls.
- Represents 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.
- Coordinates promptly with the Country Office, the Head of Office, Programme Officers, and other staff in the country office for security-related issues and emergency operations. Provides operational support to emergency preparedness and emergencies. Informs and updates all staff members in the country office on security-related issues and emergency operations.
To qualify as an advocate for every child you will have
- An Advanced University Degree in one of the following fields is required: Business Administration, Economics, Procurement, Logistics, or Financial Management.
- A minimum of eight years of professional experience in one or more of the following areas is required: procurement, financial management, human resources management, administration, audit, ICT or other relevant areas.
- Experience in an emergency duty station is an asset.
- A minimum of 3 years of international experience holding positions with similar complexity is preferred”.
Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.
We are an agency of the United Nations responsible for providing humanitarian and developmental aid to children worldwide.