Operations Officer - UNICEF (Apply by: 4th Nov'14)

If you are a passionate and committed professional and want to make a lasting difference for children, the world’s leading children’s rights organization would like to hear from you.

UNICEF, the world’s leading children’s rights organization working for the rights of children, seeks to recruit professional for the post of Operations Officer, Bhubaneshwar at Odisha.

Closing date: 4th November 2014

Purpose of the Post

Support the Chief, Field Office in the management of the operational functions of the field office (i.e., finance, accounts, HR, administration, supply, ICT), in support of the office programme. Supervises a group of support staff to manage and deliver operational support for programme management and administration.

A. Major Duties and Responsibilities

1. Certifies and confirms operational transactions within established limits through the interpretation and determination of applicable policies, procedures, rules and regulations, (e.g., contractual agreements, personnel administration, purchase of supplies and equipment). Monitors compliance with all the operational systems and procedures. Establishes relevant internal controls, risk control mechanisms. Ensures accuracy, promptness and appropriateness of information, and reports to the Chief, Field Office. Advises and recommends to the Chief, Field Office when deviation from rules and regulations may be required and proposes alternative solutions to meet office objectives.

2. Ensure implementation of HACT guidelines. Train and Orient staff and implementing partners for proper and timely implementation of HACT. Undertake financial assessment and periodic spot check, review reports for quality and follow up. Ensure Micro assessment and scheduled audit, and undertake assurance activities, conduct HTF meetings as per the g4uidelines and submit quarterly reports to ICO. Assist Chief, Field Office in strategic selection and management of implementing partners to ensure their optimum and effective utilization.

3. Analyzes needs, develops and implements plans for office automation, which includes supervision of installation and/or adjustment of computer systems, acquisition and maintenance of hardware/software, and the training of staff.

Arranges with the government authorities, all operational facilities and basic cooperation agreements, (e.g. customs, VAT, security, accommodations, privileges and immunities).

4. Acquires all expendable and non-expendable properties (administrative and/or programme supplies), ensuring that procurement is made according to the organization's rules, regulations and procedures. Participates in the timely planning and monitoring of supplies during the programme review process. Ensures administrative support in its delivery, monitoring, control and inventory. Ensures that local procurement of supplies (for Programme/ Operation Budget) are made in accordance with the organization’s rules regulations and procedures.

Attend donors’ queries, advise them and coordinate with the Resource Mobilization Section for donor’s satisfaction by addressing their grievances.

5. Establishes, maintains and provides technical guidance and support to various consultative and advisory committees submitting appropriate documentation and relevant reports, (i.e. PCARC, SSA, JCC, LCRC, PSB, and local Training Committee). Coordinates staff-related issues and activities with staff association.

6. Provides staff briefing and orientation regarding the entire operational areas. Orient and update staff in SOPs received from time to time. Also provides counseling on personnel-related issues, including career development.

Oversees recruitment of individual consultants/ contractors/ institutional service providers upto USD 50,000 including review of process and documentation. Provides oversight on the management of institutional contract providing third party consultants.

7. Identifies and proposes appropriate office accommodation either purchase or rental. Supervises and monitors maintenance of premises, security of staff, office premises, equipment and supplies, business continuity. Also advises staff on appropriate housing accommodations. Function as Security Focal Point.

8. Participates in the state office programme strategy, development, planning and preview/review meetings to identify staffing and administrative operational requirements. Reviews office structures and operations, and updates job descriptions of the Operations staff prior to budget preparation, in line with the country programme commitment. Prepares budget and the accompanying justification and documentation. Monitors and controls budget allotments.

B. Qualifications, Skills and Attributes

Education:
Bachelor’s degree from a recognized University in Accountancy, Business Administration, Management or a related field.

Work Experience:
Minimum two (2) years of progressively responsible professional work experience in finance, management, HR and office administration.

Languages:
Fluency in written and spoken English is required. Knowledge of the local working language of the duty station is an asset.

Competency Profile (For details on competencies please refer to the UNICEF Professional Competency Profiles.)

1. Core Values (Required)
• Commitment
• Diversity and Inclusion
• Integrity

2. Core Competencies (Required)
• Communication [I]
• Drive for Result [II]
• Working With People [I]

3. Functional Competencies (Required)
• Analyzing [ I ]
• Applying Technical Expertise [II]
• Following Instructions and Procedures [II]
• Planning and Organizing [II]

4. Technical Knowledge

a) Specific Technical Knowledge Required (for the job)
(Technical knowledge requirements specific to the job can be added here as required.)
• Specialized knowledge to perform the functions of the job at competent level
• UNICEF operation’s goals, visions, positions, and organization development and change management strategies
• UNICEF operation’s policies, procedures and guidelines in the Manual.
• Rights-based and Results-based management and programming approach in UNICEF.
• UNICEF Mid-Term Strategic Plan (MTSP)
• Knowledge of the global commitment on aid effectiveness, including the Paris Declaration on Aid Effectiveness, the Accra Agenda for Action as well as knowledge of the Global Programme Partnerships (GPPs).

b) Common Technical Knowledge Required (for the job group)
• Principles of office management, accounting, financial management, programme management and administration
• UNICEF operation’s goals, visions, positions, policies and strategies.
• Policy and procedures of operational management, including UN/UNICEF financial and personnel rules and regulations
• Human resources planning, development, management and administration. (e.g., HR Policy & Procedures Manual, Salary Survey Manual, Job Classification Standards)
• Information and Communication Technology administration
• Supply operations, logistics and purchasing administration
• UNICEF emergency programme policies, goals, strategies, approaches and procedures (e.g., Security handbook)
• Gender equality and diversity awareness

c) Technical Knowledge to be Acquired/Enhanced (for the Job)
• UN policies and strategy to address operational issues involved in harmonization of operations in the common system..
• UNICEF positions about UN common approaches to operations issues.
• UN security operations and guidelines.
• Government regulations and laws in the locality
• UNICEF strategic framework for partnerships and collaborative relationships

Application Process

Applications consisting of a cover letter, P11 and an up-to-date CV should be sent to oob-unicef@sams.co.in by 4th November 2014. The P11 form can be downloaded from the following link: http://www.unicef.org/india/careers_1440.htm

In order to ensure that your application is sorted correctly, please clearly mention the title and location of the post in the subject line of your e-mail/application. For more details of the posts and full job descriptions, visit the UNICEF India website at www.unicef.in and click on “Careers at UNICEF” at the bottom of the page. Only applications of short listed candidates will be acknowledged. These vacancies are open to Indian Nationals only.

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 organization.

UNICEF does not charge a fee at any stage of the recruitment process including application, interview, meeting, traveling, processing, training etc. UNICEF is a non-smoking working environment.