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Operations Manager, P4

Closing: Jun 20, 2024

5 days remaining

Published: Jun 10, 2024 (6 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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How can you make a difference?

  • Under the general supervision of the Deputy Representative Operations, the Operations Manager manages the administrative, financial, and accounting functions of the country office which includes USSC. As the manager and functional expert of administration, finance and accounts in a large country office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective financial and administrative management and staff capacity development ensuring that the office's administrative operations and services as well as management of funds and accounts are in compliance with the organization's policies, procedures, rules and regulations.

To qualify as an advocate for every child you will have…

Minimum requirements:

  • Education: Advanced university degree in Business Administration or a related field with solid academic background in Accounting and Finance.
  • Work Experience: Eight years of progressively responsible professional work experience in finance management and office administration, some of which should be at the international level.
  • Language Requirements: Fluency in English is required/Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Desirables:

  • Developing country work experience and/or familiarity with emergency.


Responsibilities

How can you make a difference?

  • Under the general supervision of the Deputy Representative Operations, the Operations Manager manages the administrative, financial, and accounting functions of the country office which includes USSC. As the manager and functional expert of administration, finance and accounts in a large country office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective financial and administrative management and staff capacity development ensuring that the office's administrative operations and services as well as management of funds and accounts are in compliance with the organization's policies, procedures, rules and regulations.

To qualify as an advocate for every child you will have…

Minimum requirements:

  • Education: Advanced university degree in Business Administration or a related field with solid academic background in Accounting and Finance.
  • Work Experience: Eight years of progressively responsible professional work experience in finance management and office administration, some of which should be at the international level.
  • Language Requirements: Fluency in English is required/Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Desirables:

  • Developing country work experience and/or familiarity with emergency.


  • Responsible for timely and cost-effective provision of basic office services including space management (offices and guesthouses), USSC in Nairobi, equipment, communications, travel and transport, conference, document reproduction, mail and delivery, local procurement and bill payments of utilities and admin services. Negotiates and oversees matters relating to office premises, utilities and services with vendors and agencies. Ensures continuous improvement in administrative support and office services for enhanced quality, efficiency, and cost effectiveness.
  • Responsible for appropriate, accurate and timely processing and recording of expenditures and disbursements (e.g., MIP, rental payments, trips, pension fund, insurance, direct cash transfers etc), in the VISION system, in accordance with established rules and regulations. Also ensures adequate monitoring and recovery of advances and accounts receivable, and timely clearing of GL accounts as necessary.
  • Oversees administrative and financial management support and services to Zone offices and sub-offices including management of guesthouses and guesthouse budget.
  • Monitors and evaluates systems, procedures and compliance with rules and regulations at the CO and in Zone offices and sub-offices and makes appropriate recommendations.
  • Advises and updates staff on administrative policies, procedures, rules, and regulations, providing authoritative advice and administrative support. Decides on the appropriate application and interpretation of administrative rules, regulations, policies, and procedures.  Ensures arriving and departing staff are briefed on administrative procedures and requirements.
  • Reviews internal controls for compliance with UNICEF policies, systems, and procedures, ensuring accuracy, promptness, and appropriateness of information. Responsible to ensure that table of authority is updated regularly and there are no conflicts in segregation of duties.
  • Briefs/Trains the staff on the application and interpretation of UN/UNICEF accounting and financial policies, regulations, procedures, and delegation of authority.
  • Manages the operations budget in close coordination with the Chief of Operations to ensure that objectives are realized for smooth operations of the Country Office/sub-office, where applicable. Prepares estimates on office premises, guesthouse expenses, admin supplies and equipment requirements and coordinates operations budget preparation purposes ensuring adequate support to zone offices. Monitors and controls the administrative budget.
  • Manages bank accounts in accordance with UN/UNICEF financial rules and regulations and local banking practices. Forecasts liquidity and monitors the cash position. Supervises reconciliation of bank statements, keeps abreast of all procedures and regulations regarding the maintenance of bank accounts, exchange and interest rates, etc. Responsible for the safekeeping of cash and cheques.
  • Develops and maintains effective working relations with other agencies, local authorities and implementing partners relating to administrative and financial matters for enhancement of information exchange, collaboration, and harmonization.
  • Supports the Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiencies and effectiveness. And represents UNICEF in the inter-agency Common Services Management Team and Inter-agency Budget Management Committee.
  • Develops training programmes to enhance effective performance and efficiency in areas of admin and financial services.  Organizes innovative staff learning and development programme activities for staff capacity building. Provides coaching and counselling to the staff on performance enhancement/ development. 
  • Coordinates with the Regional Office and HQ Divisions to support policy reform in the functional areas and makes substantive recommendations on the improvement of systems and internal controls, planning, restructuring, and resolution of sensitive issue.
  • Manages and controls Assets (non-expendable properties), its utilization and disposal in accordance with IPSAS rules. Ensures the safekeeping, annual physical inventory, including cost analysis and recommends replacement/disposal of administrative equipment and supplies. Ensures appropriate follow-up and timely action on PSB decisions.
  • Provides oversight and operational management to the USSC office in Nairobi, Kenya.


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