Operations Consultant Job at UN Women

Reporting to the Programme Management Specialist, the Operations Consultant works with and provides support to the members of the Women Count Team in the development and implementation of the programme consistent with UN Women rules and regulations. The Operations Consultant contributes to financial management and programme implementation, including providing necessary operational, administrative and programmatic support. The Operations Consultant works in close collaboration with the relevant sections in UN Women HQ and the implementing offices as required for resolving complex finance-related issues and exchange of information.

Deliverables

Provide administrative and financial management support to the Women Count Programme

• Create projects and corresponding budgets in ERP systems and RMS, prepare budget revisions, year-end rephasals and mandatory revisions; liaise and assist team members and programme staff regarding budget queries as needed.
• Monitor budget’s implementation and finances of the programme to ensure that spending is on track and in line with the planned budget and procurement policies and procedures; propose routine changes to the programme components to attain programme objectives in consultation with the supervisor and support reallocation of resources as needed;
• Produce, review and analyze monthly financial reports to update status of budgets and expenditures;
• Support cash allocation exercises; process GLJEs for adjustments of transactions, as needed and ensure of its completion with the Finance section.
• Review and verify financial transactions including the processing of payment to vendors, advances to implementing partners, and completing liquidations.
• Maintain internal expenditures control system;
• Create requisitions in ERP systems; register good receipts in ERP systems;
• Ensure clearance of partner agreements in PGAMS are processed in a timely fashion.
• Document all transactions for audit purposes.

Provide administrative support to the Women Count programme

• Assist and guide programme staff with procurement, administrative and human resources issues;
• Support the hiring and onboarding processes of Women Count staff and consultants including preparation of contracts and renewals, in liaison with Human Resources, Facilities and ICT.
• Act as the leave monitor for the HQ Women Count team and ensure timely recording of all staff’s leave;
• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Make travel arrangements for the programme team, including travel requisitions and claims;
• Maintain a tracker of contracts with consultants and vendors and monitor regularly expiration of contracts;
• Support the procurement planning and its implementation for timely and efficient programme delivery under the guidance and compliance of organizational rules, regulations, and procedures.
• Prepare public information materials and briefing packets as needed;
• Provide guidance and training to staff members on general administrative matters; provision of administrative guidance as requested;
• Manage the Chief, Research and Data calendar; prioritize and schedule requests for meetings with the Chief, Research and Data;
• Liaise with UN Women HQ Facilities and UN Women ICT team on behalf of the Programme as needed.

Facilitate knowledge building and knowledge sharing

• Keep abreast of new developments and/or changes in UN Women’s policies, procedures and guidelines and shared them with the Research and Data section.
• Provide audit preparedness for the Women Count programme.
• Create and share operational guidance tools on HR/ Procurement/Project Management/ ERP systems/RMS and provide support to the Women Count programme and the Research and Data Section, as needed.
• Provide administrative support related to training for the programme staff and partners on programme and operations related issues.

Requirements

Competencies

Required Functional Competencies

• Ability to administer administrative processes and financial transactions, and proven ability to promptly learn and comply with administrative rules and regulations;
• Proven ability to support budget tracking and development;
• Strong financial and budgeting skills;
• Ability to manage data, documents, correspondence, reports, and maintain protocol and information flow;
• Ability to use appropriate IT tools as necessary, including familiarity with web-based information systems and strong knowledge of computer office tools such as Atlas and Microsoft Office (Word, Excel, PowerPoint, Outlook) as well as familiarity with web based information systems, production/update of web content, internet searches;
• Strong organization skills, including ability to organize and complete multiple tasks by establishing priorities;
• Good interpersonal skills and a team player, including ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly;

Core Competencies

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

Education

• Completion of secondary education required.
• Bachelor’s degree in Business or Public Administration is an asset.

Experience

• At least six (6) years of progressively responsible administrative and financial management experience is required at the national or international level.
• Experience in project management;
• Experience in working in a computer environment using multiple office software packages and experience in handling web-based management systems.
• Experience in the use of ATLAS is an asset;
• Experience in supporting a team.

Language

• Fluency in English is required.
• Fluency in other UN languages is an advantage