Background
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UN Women, grounded in the vision of equality enshrined in
the Charter of the United Nations, works for the elimination of
discrimination against women and girls; the empowerment of women; and the
achievement of equality between women and men as partners and beneficiaries
of development, human rights, humanitarian action and peace and security.
Under the direct supervision of the UN Women Deputy
Country Representative, the Operations Associate provides the overall
administrative support and carries out varied and inter-related operational,
financial and logistical activities ensuring high quality and accuracy of
work. The Operations Associate is results and client oriented producing
administrative services of the highest quality in a timely and proactive fashion.
The Operations Associate works in close collaboration with
the Operations, Programme and projects staff in the CO, the Regional Office
and HQs Units to exchange information and ensure consistent service delivery.
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Duties and Responsibilities
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Administration and implementation of operational services:
- Lead
the activities of the Operations Team, review the quality and timeliness
of services provided by reference to corporate standards and by
reference to standards/indicators established within the Office and
Operations Unit;
- Carry
out business processes mapping and establishment of internal standard
operating procedures in Finance, Human Resources Management,
Procurement, logistical, and ICT services;
- Ensure
Office compliance of operations with UN/UN Women rules, regulations and
policies, implementation of corporate operational strategies,
establishment of management targets and monitoring of achievement of
results;
- Lead
the preparation for audit visits and work closely with the Regional
Office and HQs on follow-up to audit recommendations and observations;
- Create
and maintain office filing systems.
Oversee the work of the Finance Associate in budgetary and
financial administration:
- Ensure
full compliance with UN Women rules and regulations of financial
processes, and implementation of the effective internal control
framework;
- Support
Office Management in the budgetary planning and monitoring;
- Ensure
all financial transactions are identified, recorded and verified in
compliance with IPSAS as outlined in the corporate policies and
procedures;
- Performance
of Manager Level 1 role in Atlas for voucher and PO approvals;
- Monitor
financial exception reports for unusual activities, transactions and
ensure investigation of anomalies or unusual transactions;
- Monitor
that all supporting documents on financial transactions are secured and
properly filed.
Human Resources Management services:
- Ensure
full compliance with corporate human resources policies and strategies
under the guidance of the Deputy Country Representative;
- Oversee
and facilitate recruitment processes in accordance with UN Women rules
and regulations;
- Manage
contracts, ensure appropriate use of different contractual modalities;
- Administer
staff benefits and entitlements and ensure staff is advised on request
on entitlements;
- Maintain
and implement proper performance management and learning strategy for
the office.
Procurement and Logistical services:
- Ensure
full compliance of procurement activities with UN/UN Women rules,
regulations, policies and strategies; implement effective internal
control, proper functioning of a client-oriented procurement management
system;
- Prepare
procurement plans for the office and ensure their implementation
monitoring;
- Review
of procurement processes including submissions to the Contract, Asset
and Procurement Committee and Advisory Committee on Procurement;
- Organize
joint procurement processes for the UN Agencies in line with the UN
reform;
- Ensure
proper management of UN Women assets, facilities and logistical services;
- Identify
and promote different systems and applications for optimal content
management, knowledge sharing, information provision and learning
including e-registry, web-based office management systems, as required.
Facilitation of knowledge building and knowledge sharing:
- Contribute
to knowledge building and sharing with regards to management and
operations within the Office;
- Organize
trainings for the operations/ projects staff on Operations related
issues;
- Synthesis
of lessons learnt/best practices and sound contributions to relevant
knowledge networks and communities of practices;
- Sound
contributions to knowledge networks and communities of practice.
Impact of results:
- The
key results have an impact on the overall Iraq CO efficiency and success
in implementation of operational strategies as they relate to the use of
corporate resources. The results also impact on staff morale within the
Iraq CO.
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Competencies
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Core Values / Guiding Principles:
Integrity:
- Demonstrate
consistency in upholding and promoting the values of UN Women in actions
and decisions, in line with the UN Code of Conduct.
Professionalism:
- Demonstrate
professional competence and expert knowledge of the pertinent
substantive areas of work.
Cultural sensitivity and valuing diversity:
- Demonstrate
an appreciation of the multicultural nature of the organization and the
diversity of its staff;
- Demonstrate
an international outlook, appreciating difference in values and learning
from cultural diversity.
Core Competencies:
Ethics and Values:
- Demonstrate
and safeguard ethics and integrity.
Organizational Awareness:
- Demonstrate
corporate knowledge and sound judgment.
Development and Innovation:
- Take
charge of self-development and take initiative.
Work in teams:
- Demonstrate
ability to work in a multicultural, multi ethnic environment and to
maintain effective working relations with people of different national
and cultural backgrounds.
Communicating and Information Sharing:
- Facilitate
and encourage open communication and strive for effective communication.
Self-management and Emotional Intelligence:
- Stay
composed and positive even in difficult moments, handle tense situations
with diplomacy and tact, and have a consistent behavior towards others
Conflict Management:
- Surface
conflicts and address them proactively acknowledging different feelings
and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing:
- Encourage
learning and sharing of knowledge.
Appropriate and Transparent Decision Making:
- Demonstrate
informed and transparent decision making.
Functional Competencies:
- Strong
knowledge of administrative, human resources, and financial rules
and regulations;
- Ability
to administer and execute administrative processes and transactions;
- Ability
to extract, interpret, analyze data and resolve operational problems;
- Ability
to manage business processes re-engineering, and implementation of new
systems;
- Ability
to perform work of confidential nature and handle a large volume of
work;
- Ability
to support a team and team building skills, and coach and guide more
junior staff;
- Excellent
IT skills;
- Ability
to priorities work and to multi-task;
- Ability
to focus on results for the client and respond positively to feedback;
- Ability
to handle web-based management systems;
- Excellent
knowledge of office software packages.
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Required Skills and Experience
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Education:
- Secondary
Education;
- University
Degree in Business, Administration and Finance, would be desirable, but
it is not a requirement.
Experience:
- 7
years of progressively responsible experience in administration,
finance, procurement, human resources or logistic support services at
the national or international level;
- Experience
in the usage of computers and office software packages (MS Word, Excel,
etc.).
Language:
- Fluency
in English and Arabic is required;
- Knowledge
of Kurdish is considered as asset.
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