Background

The Women’s Peace and Humanitarian Fund (WPHF) is a partnership between the United Nations, Member States, and the civil society, which supports women led and women’s rights organizations working to build peace and provide humanitarian response throughout the world. Since the end of 2016, the WPHF has supported over 600 civil society organizations and is present in 28 countries.

The UN Women Peace, Security and Resilience section hosts the Secretariat of the Women’s Peace and Humanitarian Fund. The WPHF Secretariat provides support to the Funding Board, mobilizes resources from Governments, companies, foundations and individuals, designs funding windows and mechanisms, provides day to day support to UN Country Offices implementing WPHF programmes, ensures timely and quality monitoring and reporting. The Secretariat’s mandate is also to strengthen stakeholders’ knowledge of and engagement with women, peace and security issues through proper internal and external communications, advocacy and outreach. Finally, the Secretariat provides knowledge management services for the WPHF, and manages the Global Learning Hub for WPHF partners and grantees.

Additionally, the WPHF Secretariat hosts the Rapid Response on Window on Women and Peace processes and the advocacy stream of the Women Human Rights Defenders Window, who both provide fast track logistical and operational support to women around the world (travel, procurement, etc.). The WPHF secretariat is based in UNWOMEN Geneva office.

Reporting to the Head of the WPHF Secretariat (P5), the Operations Specailist has oversight responsibilities for all aspects of WPHF Operations Management. This includes strategic financial and human resources management, efficient procurement and logistical services, , ICT and common services consistent with the Women’s Peace and Humanitarian Fund’s rules and procedures and UN Women rules and regulations. The Operations Specailist additionally serves as a key advisor to the Head of the Secretariat on matters of organizational integrity with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

The Operations Specialist leads and guides the WPHF Operations Team and fosters collaboration within the team, with programme staff, the multi-partner trust fund office, with other UN Agencies, UN Women Geneva, and a client-oriented approach. The Operations Manager works in close collaboration with programme teams in the office, providing close guidance to programme staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of rules and procedures governing programme finances, donor reporting, and personnel. She/he also works in collaboration with – manager – operations team in UNWOMEN Geneva office, Women Peace Resilience Section (WPSR) , Operations Team in HQ, MPTFO, other UN Agencies, Country Office and HQ staff to successfully deliver operations services.

Duties and Responsibilities

• Provide advice and support to the Head of the WPHF Secretariat on operational issues;
• Develop the annual workplan for the Operations Team and oversee its implementation and monitoring;
• Participate in review meetings and assess the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
• Manage business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions;
• Manage the implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues;
• Ensure a continuous and up-to-date flow of information between the WPHF and the rest of the PSR team;
• Oversee all operations activities, including finance, human resources, procurement, budget , travel service management , programme partners agreement and ensure they follow UN Women rules, regulations, policies and procedures;

Oversee planning, expenditure tracking and auditing of financial resources

• Ensure strategic and efficient management of office and programme financial resources;
• Ensure updated funding framework in partnership with MPTFO
• Exercise proper financial controls;
• Report locally and to HQ on established structures; seek advice from RO when deviations may be necessary;
• Review and take corrective action as appropriate on audit findings;
• Perform voucher and Purchase Order (PO) approvals;
• Ensure the WPHF Secretariat compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities.

Oversee/Provide Human Resources services to the WPHF

• Oversee recruitment processes; liaise with the HR HQ and UNWOMEN Genevaas necessary;
• Oversee contracts; advise on appropriate contract modalities.
• Manage staff in WPHF Operations Team: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.

Oversee procurement management and processes for WPHF

• Serve as procurement case manager and guide & lead the procurement activities implementation of WPHF.
• Manage the provision of goods and services for the WPHF and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements;
• Manage the preparation of procurement plans in the WPHF and coordinate with WPS New York Team operations
• Manage WPHF teams assets and liabilities and ensure proper inventory control in partnership with UN Women Geneva Operations team

Participate in inter-agency activities

• Liaise with MPTF on a wide range of issues
• Liaise with UNWOMEN Geneva, WPSR Operations Team and HQ UNWOMEN Division of Administration and Management on operational issues, activities, and collaboration.

Contribute to knowledge sharing between the WPHF and UN Women Geneva Operations team

• Ensure knowledge is shared and adequately applied between the WPHF and UN Women Geneva.

Key Performance Indicators

• All services are provided in compliance with UN Women rules, regulations and policies
• Finances are properly identified and in a timely manner
• Timely recruitment and a proactive approach which ensures the Offices are fully staffed at all times
• Timely and accurate implementation of procurement contracts
• Office has a reliable ICT infrastructure environment
• Safety and security systems are functioning effectively
• Performance of Staff

Competencies

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Competencies

• Strong knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system is an asset;
• Ability to provide advice and support;
• Ability to lead formulation and monitoring of management projects;
• Ability to handle confidential information
• Good negotiating skills
• Strong IT skills.

Required Skills and Experience

• Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

• At least 5 years of progressively responsible experience at the national or international level, in office management, operations or finance;
• Experience in leading a team;
• Experience in working in a computer environment using multiple office software packages, experience in handling of web based management systems and ERP systems, preferably Oracle systems;
• Experience in UN Women is an asset
• Experience of accrual accounting, IPSAS or IFRS is highly desirable;
• Professional background in programming/ projects management is desirable.

Language Requirements:

• Fluency in English is required
• Knowledge of French is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.