Operations Manager

THIS POSITION IS OPEN TO NATIONALS OF JORDAN

The Position:                                                           

The Operations Manager substantively contributes to the effective management of the Hub operations in overseeing and monitoring implementation of corporate, financial, procurement & logistics, Human Resources and ICT policies and systems, and contributes to adequate training of staff and project personnel on these issues. 

Benefiting from a large delegation of authority, and working with relevant operations staff in Damascus and the Turkiye Cross Border office (considered the Whole of Syria), and coordinating with the ASRO , s/he provides operational expertise to facilitate programme and project implementation. S/he is responsible for leading and coordinating the operational support programme implementation responsible for the coordination of operations for the establishment of  reliable Hub staff capacity to successfully implement the decentralization of operational responsibilities and authorities. 

The Operations Manager reports to the Head of Hub in ensuring that operational support to the programme implementation is unhindered. S/he supervises the Administration, Finance, Human resources and ICT personnel directly.

How can the Operations Manager 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 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.

Job Purpose:

The Operations Manager facilitates the delivery of UNFPA’s programmes by ensuring timely and effective support in achieving results. The Operations Manager duties comprise of the Financial Management, Human Resources Management, general administration and information technology with a focus on operational support to programme implementation at Hub level, with support to the Whole of Syria as needed. S/he acts as a contact with the Programme colleagues to ensure that Hub financial resources for Operations are planned and utilized according to established work plans. S/he ensures and guides the appropriate application of systems and procedures at the Hub and field level and develops enhancements if necessary.

Participating in inter-agency coordination, she/he is expected to foster a collaborative, client-oriented approach towards the Hub’s programme team and UN community, supporting effective communication and cooperation with Headquarters (HQ). 

The Operations Manager will be responsible for: 

Support and coordination of operations:

• Ensure the effective functioning of the Hub and support UNFPA Whole of Syria (WOS), including for monitoring of compliance, supply & inventory responsibility, staff management and development (e.g. training, learning, etc.) as needed 
• Support UNFPA staff/program team to ensure the provision of administrative and financial services and local procurement of goods and services required by the Hub and WOS where needed
• Liaise and coordinate between the field/sub offices in Syria and the Syria Country Office operations units, as needed.
• Supports the development and implementation of commodity contingency planning and promotes emergency preparedness and response, as needed.
• Support the follow up of the process of project implementation with Hub consultants.
• Support travel requests and related documents and approvals
• Promote and support the training of personnel and capacity building of partners, based on mapping and understanding of available capacities.
• Contribute to effective work planning, implementation of activities, office organization, regional operations and supply/logistics activities.
• Provide inputs and guidance to the management of the Hub.
• Support the logistics for training, conferences, meetings and workshops in Amman for WOS and ASRO.

Financial Management:

• Ensures strategic and efficient management of office and programme financial resources ensuring corporate financial policies are met and reporting structures established and maintained. Advises when deviations from rules and regulations may be required and proposes alternative solutions to meet office and programme objectives.
• Supports staff at the Hub to ensure that UNFPA financial rules, policies and guidelines are followed, oversee all aspects of Year-end-Closure exercise for timely completion of key activities;
• Regularly monitor the status of requisitions, open purchase orders and unvouchered receipts, PO errors and advise staff of appropriate actions to ensure that Hub dashboard is clean;
• Ensure that Hub Financial Accountability Checklists are completed and subsequent certification by the Head of Hub is done as per the deadlines;
• To prepare correspondence to the HQ concerned units (RPBB and FB, FASB and OSC) on the clearance and endorsement of Cost Shared Budgets (Common Services and Security) and highlight any issues to IOM and/or Senior Management;
• Support the Grants Manager and relevant country offices to oversee multicountry funding and to assist with complex reconciliation of budgets and expenditures during reporting. 

Human Resource Management:

In close collaboration with the ASRO HRBP

• Coordinates with ASRO HR on human resources matters and provides support in maintaining optimal staffing of the office and for projects through timely provision and training of human resources (HR) applying best practice HR tools and mechanisms and advising on appropriate contractual modalities. 
• Monitoring implementation by service providers of HR entitlements (salaries and benefits);
• Ensure timely renewal or severance of staff and personal contract;
• Ensure timely payment of local HR entitlements (Danger Pay, etc.)
• Monitor performance management and timely completion of assessments
• Supervise recruitment, contracting and management of Individual consultants including payment of entitlements and proper conclusion of contracts

Administration and ICT Management:

• Supervise the management of UNFPA assets and facilities and asset certification;
• Ensure effective support to UNFPA programme activities through ensuring the smooth running of ICT services, managing data, information and workflow and ensure full compliance with UNFPA ICT policy and procedures. 
• Support the implementation of UN/UNDP MOSS compliance and security measures agreed in the SMT and for compliance with security policy, as needed.
• Participates actively in inter-agency meetings and working groups to ensure UNFPA interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc.
• Ensures a continuous support to IOMs in up-to-date flow of information between the CO and the Regional Office/ Sub-Regional Office and HQ on financial management;

Perform other operational tasks as required

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