Senior Operations Officer

OVERVIEW OF THE FUNCTIONS OF THE POST

The Senior Operations Officer is responsible for providing a range of operations management, oversight and support activities to the UNESCO Regional Office in Yaounde, the National Offices and Antennas under its jurisdiction. He/She reports directly to the Director of the Regional Office with a functional reporting line to the ADG/ADM.  On matters of financial internal control, he/she receives a delegated authority from the Chief Finance Officer as certifying officer. He/She will receive policy guidance/ instructions from UNESCO’s Corporate Services and Programme Sector ADGs on their respective areas of responsibility.  He/She will be assisted in the discharge of his/her duties by the Administrative Support Section, as required. He/She provides guidance/support to, and coordinates closely with, the Operations Units in the National Offices located within the Regional Office’s jurisdiction.

Long Description

Specifically, the incumbent will be responsible for the following:

1. Implement corporate operational strategies and policies

• Ensure that operations within the Regional Office and the National Office and Antennas under the Regional Office’s jurisdiction comply with UNESCO’s rules and regulations.
• Provide advice on operations management matters to the Regional Director and the operations units in the countries under the Regional Office’s jurisdiction
• Oversee operations teams, conduct compliance checks, analyze learning needs and implement training plans in the Regional Office and the Operations Units of National Offices and Antennas under its jurisdiction.
• Foster networked cooperation among operations teams, analyse processes, identify improvement opportunities and propose development of house-wide initiatives.
• Actively participate in UN joint initiatives and teams to promote harmonization and alignment of operations within the UN System.

2. Plan, manage, and monitor the execution of financial resources

• Advise the Regional Director on and contribute to the budget preparation process (C/5 documents and related work plans, as well as projects financed by voluntary contributions).
• Ensure strategic and efficient management of financial resources in the countries under the Regional Office’s jurisdiction, in close coordination with National Offices Operations Units.
• Draft the Region’s operational budget and manage the corresponding regional budget allocations.
• Monitor the execution of the Regular Budget and voluntary contributions and advise the Regional Director on their revisions.
• Act as certifying officer, monitor compliance with UNESCO’s financial rules, regulations, policies, and procedures within the region and ensure that internal control systems are adequate and functioning.
• Ensure that managers in the regional office, its antennas and national offices under its jurisdiction are fully aware of financial and accounting principles, methodologies, rules, and procedures and facilitate their training as may be required.
• Provide advice and guidance to managers of the Regional Office, National Offices and Antennas under its jurisdiction, on donor reporting and liaise closely with Headquarters services to ensure donor reports are prepared on time in line with the terms of the funding agreements signed with donors.

Long Description

3. Manage and oversee operational support for programme delivery

• Oversee day-to-day operations within the office, including finance, budget, procurement, human resources, information technologies and logistics.
• Oversee the implementation of regional procurement strategies, to harmonize practices, take advantage of economies of scale and ensure value for money for the Organization.
• Supervise the maintenance, upkeep and operation of the premises, facilities and installations, keeping risks to a minimum.
• Assist and advise the Regional Director in negotiating lease agreements, identifying suitable locations, and establishing local arrangements for antennas.
• Ensure that UNESCO’s assets and property are correctly recorded, controlled and safeguarded.
• Constantly monitor and analyse the operating environment within the countries under the Regional Office’s jurisdiction and timely implement readjustments as necessary.
• Provide sound advise and operations backstopping support to national offices within the Regional Office’s jurisdiction.
• Act as operational security focal point; assist the Regional Director in ensuring compliance with prevailing UN Common Security and UNDSS policies, procedures and standards.

Long Description

4. Contribute to the implementation of the human resources strategy

• Advise the Regional Director on human resources-related matters, following UNESCO’s rules, regulations, policies and procedures, and in close consultation with concerned Corporate Services.
• Advise the Regional Director on the elaboration of the staffing plan for the countries under the Regional Office’s jurisdiction, in close collaboration and consultation with relevant Corporate Services and Sectors, and monitor its implementation.
• Oversee day-to-day HR issues within the office and ensure appropriate and timely actions are implemented.
• Develop an ongoing regional plan for learning and development for the staff of the Office, its Antennas and national offices under the Regional Office’s jurisdiction, with particular emphasis on training in all fields of relevance to the operations units in close collaboration with relevant Corporate Services.

5. Support the Organizational Resilience Management System

• Assist the Regional Director in the implementation of the risk management process in the countries within the Regional Office’s jurisdiction.
• Identify, assess, treat, monitor and escalate risks related to operations and contribute to the maintenance of the risk register.
• Ensure that harmonized and effective internal control systems are implemented throughout the region.
• Contribute to general risk management awareness through regular communications across the operations units of the Regional Office, the National Offices and Antennas under its jurisdiction.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Advanced university degree (Master’s or equivalent) in the field of finance, business administration, management or related disciplines.

Work Experience

• Minimum seven (7) years of relevant professional experience in management, finance, administration, operations, or related areas which preferably three (3) years acquired at an international level.
• Experience leading and managing the performance of teams.
• Experience in developing and implementing innovative initiatives to improve operations.
• Experience in contributing to UN working groups and teams, including participation in the Business Operation Strategy (UN BOS).

Skills and Competencies

• Knowledge and understanding of institutional UNESCO mandates in the country.
• Excellent knowledge of operations, finance, procurement, human resources, ICT, and security systems and processes.
• Excellent communication, leadership and negotiation skills.
• Excellent decision-making and problem-solving skills.
• Ability to build networks and partnerships and to participate in negotiations and influence decision-making.
• Ability to lead business process improvements and implement change management approaches.
• Ability to analyze operations, identify risks and opportunities, propose mitigation measures and to establish adequate monitoring frameworks.
• Excellent IT skills and knowledge of Enterprise Resources Planning tools for financial, human resources or administrative management.

Languages

• Excellent knowledge (spoken and written) of French and good knowledge of English.

DESIRABLE QUALIFICATIONS

Work Experience

• Experience working in UN or similar international organizations.

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish).

BENEFITS AND ENTITLEMENTS

SELECTION AND RECRUITMENT PROCESS