The Position:

The Operations Officer is a key member of the senior management team. As a team leader, the incumbent provides comprehensive and professional services in the design and delivery of operational services that facilitate implementation of the Office’s programme of work. The incumbent oversees finance, human resources(HR) and administration areas and is required to oversee other operational areas such as procurement, facilities and asset management, security, and information technology (IT) all in compliance with UNFPA regulations. The Operations Officer ensures that services are delivered efficiently, effectively, and with a client-centric focus, utilizing the enterprise resource planning (ERP) system. As the Operations Officer, your leadership will extend to inspiring and guiding the Country Office Services Center Team, cultivating a collaborative atmosphere across the office, with program staff, partners, and UN Agencies. You will be a key resource for program teams, offering expert guidance on operational matters. Furthermore, you will actively engage with your counterparts in other UN Agencies to promote knowledge exchange and best practices.

The Operations Officer works under the direct supervision of the Country Representative.

Job Purpose:

The Operations Officer ensures the smooth functioning, effective management, and results-oriented operation of the UNFPA Services Center within the Country Office. He/she facilitates program implementation and delivery by proactively addressing the operational needs of programs and projects managed within the CO.

The Operations Officer is dedicated to strengthening and supporting the CO in programme and operational aspects. The incumbent also works in close collaboration with the programme team, HQs and Regional Office, government counterparts (as partners) as well as the strategic planning analyst to ensure the successful implementation of programme policies, procedures and audit recommendations.

Key Duties and Responsibilities:

You would be responsible for:

Coordinate the UNFPA Services Center, including operations and programme functions in the Country Office (CO) in accordance with UNFPA regulations, policies and strategies.

• Putting in place and coordinating the UNFPA Services Center, including an innovative model of coordinated administrative, finance and programme functions to enhance the effective delivery of UNFPA programmes and projects.
• Serving as a member of the Country Management Team and providing operational support to the CO Representative.
• Provide professional expertise and technical support to the Country Representative on operational and programme issues.
• Ensuring a smooth functioning, well-managed and results-oriented Country Office.
• Overseeing operations and staffing requirements for the CO 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.
• Analyzing operational aspects of project inputs under both UNFPA and partners’ execution in terms of personnel, equipment, subcontracts, procurement, training, etc.
• Supervising administrative staff at the CO and ensuring established procedures are being followed.

Provide Human Resources services.

• Maintaining optimal staffing of office and projects through timely provision (recruitment) and training of human resources (HR) applying HR tools and mechanisms and advising on appropriate contractual modalities.
• Monitoring implementation by service providers of entitlements (salaries and benefits).
• Establishing and maintaining a harmonious working environment; seeking to strengthen team building by encouraging active participation and interaction at all levels; fostering staff development and empowerment.

Oversee procurement processes.

• Maintaining 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.
• Managing CO assets and liabilities and ensuring proper inventory control.

Participate in inter-agency activities.

• Participating actively in inter-agency meetings and working groups to 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.

Carry out any other duties as may be required by UNFPA leadership.

 

Qualifications, Skills and Experience:

Education:

• Master’s degree in Business administration, Public Administration, Finance, Economics or related field or
• Bachelor’s degree in Business administration, Public Administration, Finance, Economics or related field
• Certifications such as PMI, among others, will be an additional asset.

Knowledge and Experience:

• Candidates with master’s degree, at least two (2) years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems, are required.
• Candidates with bachelor’s degree, at least five (5) years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems, are required.
• Depth understanding of HR management policies, financial rules and regulations, and procurement procedures.
• Advanced proficiency in utilizing computers, standard office software (MS Word, Excel, etc.), and web-based management systems such as ERP.
• Proven ability to analyze complex situations, make sound decisions, and lead teams effectively.
• Outstanding verbal and written communication skills, capable of conveying information clearly and persuasively to diverse audiences.
• Prior experience working within the United Nations system is considered a valuable asset.

Languages:

• Fluency in Spanish is required.
• Working knowledge of English is required.