National Operation Analyst

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Job Description

The National Operations Manager (NOM) substantively contributes to the effective management of UNFPA operations in the areas of finance, procurement, human resources, general administration and information technology.

The incumbent serves as the deputy to the IOM in his/her absence from the office and will ensure that operational support to the programme implementation is unhindered.

The incumbent facilitates the delivery of UNFPAs programmes by ensuring timely and effective support in achieving results by ensuring operations support. S/he ensures and guides the appropriate application of systems and procedures and develops enhancements, if necessary.

The incumbent actively participates in local inter-agency coordination to ensure UNFPAs needs in common system and service issues are met. External partners include other UN agencies, the UN Country Team, vendors and other non-U partners that are essential to the work of the Operation Office.

You would be responsible for:

Ensuring smooth running of the office and provision of high quality and timely service delivery by the operations team in a client-oriented manner;
Ensures strategic and efficient management of office financial resources through planning and tracking of available resources, exercising appropriate financial control and ensuring corporate financial policies are met and reporting structures established and maintained;
Drafting and monitoring the operations budget, ensuring financial transactions are in accordance with UNFPA financial rules. Proposing procedures to improve internal controls and efficiency and responding to audit issues;
Supervises Finance staff at the CO to ensure that UNFPA financial rules, policies and guidelines are followed, oversee all aspects of Year-End-Closure exercise for timely completion of key activities;
Supervise interactions between UNDP, UNFPA, suppliers and all stakeholders to ensure timely payment of invoices or similar documents for goods and services provided;
Regularly monitors the status of requisitions, open purchase orders and un-vouched receipts, PO errors and advise staff of appropriate actions to ensure that CO dashboard is clean; In addition, observes any irregularities in the OFA and alert programme officer on time to avoid any violation of OFA policies;
Ensue that CO Financial Accountability Checklists are completed and subsequent certification by the Head of Office is done as per the deadlines;
Ensures that UNFPA’s interests are considered in common system activities relating to common services and premises, cost recovery, cost-sharing arrangements, privileges and immunities, entitlement and salary surveys, security etc by participating actively in inter-agency meetings and working groups;
To support HACT assurance activities, Review the results of micro assessments, spot checks and audits and take corrective measures, as and when asked by the IOM;
Supervise HR staff, on human resource matters and provides support in maintaining optimal staffing of office and projects through timely provision and training of appropriate and training of human resources (HR) applying best practice HR tools and mechanisms and advises on appropriate to contractual modalities. Monitors implementation by service providers of HR entitlements (Salaries and Benefits);
Supervise recruitment in the office, and contracting and management of Individual consultants including payment of entitlements and proper conclusion of contracts;
Maintains oversight of the timely provision of good and services for the CO and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluating cost effectiveness and managing negotiations, in close collaboration with the procurement team;
Responsible for the management of UNFPA assets and facilities and Asset Certification, working with the asset focal point;
Participates actively in inter-agency meetings and working group to ensure UNFPA interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangement, privileges and immunities, entitlements and salary surveys, security etc;
Supervises Operations assistant and ensures that the Logistics Unit receives all needed information for completion of Inventory reporting and updating Inventory Tracking System; Supervises staff assigned to undertake the inventory stock taking;
Supports the development and implementation of commodity contingency planning and promotes emergency preparedness and response, as needed;
Backstopping the IOM during his/her absence and ensure continuous operations support in the programme implementation;
Support Program Implementation by providing advisory support;
Enhance program implementation efficiency by introducing agile workflows and fit for purpose SoPs;
Engage with Program teams to keep yourself abreast on developing program; scenarios and needs, to provide adequate operations support.
Perform any other duty related to the work area assigned by the supervisor

Qualifications and Experience:

Education:

Master degree in business administration, public administration, finance, human resources, information technology or other related discipline. A first level university degree in combination with two additional year of qualifying will be acceptable in lieu of the advanced university degree.

Knowledge and Experience:

Five years of progressively responsible professional experience in administration, finance or office management multilateral or civil society organization Iis required
Experience in managing teams in a complex organizational setting is required.
Solid knowledge in procurement, financial and human resources management, contract, asset, and information and
communication technology is required preferably in a Humanitarian context
Strong analytical and leadership skills.
Strong verbal and written communication skills.
Proficiency in current office software applications and corporate IT systems.

Languages: