Denmark: Operations Manager (NOC level - FOR DANISH NATIONALS ONLY)

Background

The Position:

The Operations Manager will manage the following teams and people at the Procurement Services Branch (PSB):

• The Finance team to ensure that the financial processes associated with UNFPA procurement are managed in an efficient, compliant and transparent way fully in line with the relevant policies of UNFPA, that relevant financial reports are produced on time, and that the procurement costing policy of PSB is updated as and when required.
• The Human Resources (HR) Associate to ensure that the relevant HR policies are adhered to and that recruitment is conducted in a timely manner.
• The Administrative Assistant to ensure that fixed asset are managed properly, inputs relevant to UNFPA needs are provided to the UN City common services, proper administrative actions related to staff are duly taken, and various business reports are produced on time.
• The IT Helpdesk Assistant to ensure helpdesk services are provided in a timely manner and with minimum disruption to all PSB IT users.

You will report directly to the Chief, PSB.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Duties and Responsibilities

Job Purpose

You will play a vital role in ensuring all critical operations supporting PSB procurement activities are efficiently provided so UNFPA procurement can respond adequately and satisfactorily to the needs of the UNFPA programs, partners, and clients while maintaining adherence to the relevant UNFPA policies and applicable internal controls.

You would be responsible for:

Financial Management of Third Party Procurement (TPP) & Inventory to ensure that PSB TPP and Inventory operations and expansion are supported and controlled from a Financial Perspective.

Ensure that:

• TPP finance related issues that arise are properly handled.
• Technical expertise on TPP related issues and queries is provided.
• Budgetary issues associated with TPP and Inventory transactions are identified and resolved.
• Prices for Items held in inventory are kept up to date.
• Invoices/financial reports for TPP Clients are approved.
• Issues related to TPP Margin gains/losses/refunds are resolved.
• TPP Handing Fee Revenue and orders are posted in the UNFPA ERP system.
• Finance related Standard Operating Procedures (SOP) for TPP activities are kept up to date.
• PSB Regional Teams/Outreach initiatives to expand TPP offering with Clients (Statistics/Meeting Clients/Queries etc.) are well supported.

Management of PSB Payment and Financial Internal Controls to ensure that PSB controls are managed effectively with supplier payments being processed in an accurate, compliant and timely manner.

Ensure that:

• Issues related to supplier payments are resolved in a timely and compliant manner.
• Payment delays are kept to a minimum.
• Non-PO vouchers are approved and all Prepayment and Settlement Vouchers are monitored and approved.
• All year end transactions that qualify to be accounted in current year are charged to Budgets and reflected in the accounts as appropriate (Manual Receipt Accrual) and expenditures are reversed when appropriate.
• PSB Internal Control Documentation is maintained.
• Internal finance SOPs are kept up-to date.

PSB Financial Reporting & Oversight to ensure PSB Financial Reporting is conducted accurately and on time and appropriate financial oversight is made on Financial Transactions

Ensure that:

• Year-end account closure process is properly managed.
• External reports (e.g. Donors) and internal management control, statistics and expenditure reports are produced on time and are accurate.
• Follow up with the relevant headquarters units (Finance Branch, Information Technology, etc.) is done on any particular systematic issues related to finance.

PSB Finance Planning, Budgeting and Funding Sustainability to ensure PSB Financial Planning systems are effective and fit for purposes and funding mechanisms are developed for core costs.

Ensure that:

• The annual cycle of developing PSB Budget segments is properly supervised.
• Various PSB ‘Office Budgets are consolidated into the appropriate formats and set up in the UNFPA ERP system.
• Any budgetary changes and realignments are made in a timely manner in the UNFPA ERP system.
• Ensure PSB procurement services costs are charged to the right UNFPA budgets.
• PSB is represented on the UNCity Operations Management Team and other budgetary related forum.
• Tool/system for calculating, reviewing and charging the PSB Procurement Fee based on the set criteria are developed.

HR recruitment, Systems Management and Document, and Technical advice to ensure all HR processes are conducted in a timely and compliant manner.

Ensure that:

• Recruitment Processes are planned and implemented in a timely way.
• Staff contracts are administered in a timely manner; Transactions related to positions, recruitment, benefits, earnings/deductions, recoveries, separations, etc. are recorded in the UNFPA ERP system; Requests for special leaves, assignments, contract extensions, etc. are duly processed; Purchase Orders for non UNFPA staff are issued; Annual leave monitoring of UNFPA staff is conducted for internal control purposes.
• PSB management and staff is provided with proper advice, guidance and support on matters related to HR Policies.
• Mediation on Performance Management and Development is facilitated.

Administrative activities to ensure all operational administrative actions are conducted in a fully compliant and timely manner for the well-functioning of the unit.

Ensure that:

• Procurement Support activities are adequately provided, including Bid Receipt/ Opening processes and Contract Review Committee secretary functions.
• UNFPA monthly procurement Insurance reporting and claim procedures are processed in a timely and accurate way.
• Asset Management is properly coordinated and oversight and control are provided.
• Planning and distribution of Biennial Pep (Post Exposure Preventive) Kits to over 190 countries is properly managed.

Effective IT Helpdesk support to ensure minimal disruption of the PSB procurement teams.

Ensure that:

• Response time to IT helpdesk requests is kept to a minimum.
• Internal PSB clients are kept satisfied with the responsiveness and quality of the IT helpdesk services.
• Client satisfaction survey are developed and used for management purposes.

Effective Management

Ensure that:

• All supervised staff has a clear understanding of their individual responsibilities and accountability to their team in accordance with UNFPA's established Policies and Procedures as contained in the Policies and Procedures Manual (PPM).

Competencies

Core Competencies:

• Achieving results
• Being accountable
• Developing and applying professional expertise/business acumen
• Thinking analytically and strategically
• Working in teams/managing ourselves and our relationships
• Communicating for impact

Functional Competencies:

• Business acumen
• Implementing management systems
• Innovation and marketing of new approaches
• Client orientation
• Organizational awareness

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• Embracing change

Required Skills and Experience

Education:

• Advanced university degree in Finance, Business or Public Administration or a related field is required.

Knowledge and Experience:

• 5 years working experience in finance, accounting, administration or office management is a requirement
• Experience in supervisory role, preferably in an international customer-focused organization, a strong advantage
• Experience in the private sector an advantage.
• Experience working under IPSAS accounting regulations a distinct advantage.
• Experience in preparing budgets and financial variance reports an asset.
• Experience in working with business software system such as SAP, Oracle or Peoplesoft a decided advantage.
• Experience with UN procurement and finance regulation and procedures.
• Experience in co-ordinating and dealing with audits (internal and external) a strong advantage.
• Excellent working knowledge of MS Office applications, especially the use of Excel.

Languages:

• Fluency in English
• Knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

Disclaimer

Qualifed female candidates are encouraged to apply.

Compensation and Benefits

This position offers an attractive remuneration package. Please note that National Officers must be of the nationality of the country where the office concerned is located. Therefore the selected candidate must be national of the country (Denmark) as per the Staff Rule 4.4(b).

Disclaimer

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

To view and apply for this Job Opening, visit:
https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=18357&hrs_jo_pst_seq=1&hrs_site_id=2