Closing date: 25 Jul 2009 -- (CLOSED)
Location: Chad - N'Djamena
Section/Division: Operations
Duration: 4-5 months
BACKGROUND
The Chad Country Office is looking for an experienced, temporary Operations Manager to ensure continuity in the running of the operations support to the programme during the recruitment process for the substantive post. To ensure a handover we would prefer someone to be able to start this mission during the month of August.
PURPOSE OF THE POST
To manage the operational functions of the office (Finance, Human Resources, Administration, Supply, EDP), in support of the country office programme.
MAJOR DUTIES AND RESPONSIBILITIES
As the head of operations, directs a group of professional and support staff to manage and deliver operational support for programme management and administration, in the following manner:
1. Certifies and authorize all operational transactions through the interpretation and determination of applicable policies, procedures, rules and regulations, (e.g. Bank accounts, disbursements within authorized limits, contractual agreements, personnel administration, purchase of supplies and equipment.).
2. Advises and recommends to the Head of Office and HQ when deviation from rules and regulations may be required and propose alternative solutions through the Representative to HQ to meet office objectives.
3. Monitors compliance with all operational systems and procedures. Establishes relevant internal controls. Ensures accuracy, promptness and appropriateness of information and reports to the Head of Office and HQs.
4. Contributes to the development of global policies, directions, new approaches and methodologies in the operations area through participation in strategic meeting, and consultation at Regional Office and HQ levels.
5. Participates in the country programme strategy, development, planning and preview/review meetings to identify staffing and administrative operational requirements.
6. Reviews office structures and operations, and updates job descriptions prior to budget preparation in line with country programme commitment. Prepares budgets and the accompanying justifications and documentation. Monitors and controls budget allotments.
7. Arranges with government authorities operational facilities of the basic cooperation agreement, (e.g. customs, visas, protocol, receipt of contributions, security, accommodations, privileges and immunities.).
8. Undertakes regular visits to sub-offices to resolve difficult problems, support major activities (budget preparation, job classification), establishes and/or conducts monitoring and evaluation of systems and procedures and adherence to rules and regulations, and training and guidance. Prepares trip reports for head of the office on relevant functional areas.
9. Analyzes needs, develops and plans short-term and long-term strategies for office automation, which includes supervision of installation and/or adjustment of global computer system, acquisition and maintenance of hardware/software, and training of staff.
10. Ensures the acquisition of all expendable and non-expendable property (administrative and/or programme supplies), ensuring that procurement is made according to organization's rules, regulations and procedures. Controls inventory, its utilization and disposal.
11. Establishes, maintains, and provides technical guidance and supports to various consultative and advisory committees submitting appropriate documentation and relevant reports, (i.e., APC, JCP, JCC, CRC, PSB, and local BPRC). Coordinates staff-related issues and activities with staff associations.
12. Manages recruitment of staff in an appropriate and timely manner. Provides staff briefing and orientation regarding all of the operational areas. Also provides counseling on personnel-related issues including career development.
13. Develops a training plan based on a needs analysis, arranges and implements training activities, monitors implementation within approved allocation and conducts evaluations of training impact.
14. Participates in the country programming process to contribute to timely planning and acquisition of supplies. Ensures administrative support for its delivery, monitoring, control and inventory.
15. Identifies and advises on appropriate office accommodation, (i.e., purchase vs. rental, ensures maintenance of premises, security of staff, office premises, equipment and supplies). Also advises staff on appropriate housing accommodations.
16. Represents UNICEF in the local salary survey committee and fully participates in all processes of salary survey review and administration.
QUALIFICATIONS AND COMPETENCIES
a) EDUCATION
Advanced university degree in Business Administration, Management or related field.
b) WORK EXPERIENCE
Eight years of progressively responsible professional work experience at national and international levels in office management, especially in the area of human and financial resources planning and administration.
c) LANGUAGES
- Fluency in English and at least a good working knowledge of French.
- Knowledge of the local working language of the duty station is an asset.
d) COMPETENCIES
- Proven ability to conceptualize, innovate, plan and execute ideas as well as impart knowledge and teach skills.
- Ability to express clearly and concisely ideas and concepts in written and oral form.
- Ability to supervise and direct a team of professional and support staff.
- Proven skills in manpower planning and management of human resources.
- Proven ability to plan, manage and monitor the effective use and safekeeping of fixed assets and financial resources.
- Good analytical and negotiating skills.
- Ability to organize and implement training.
- Computer skills, including internet navigation, and various office applications.
- Demonstrated ability to work in a multi-cultural environment, and establish harmonious and effective working relations, both within and outside the organization.
Reference Code: RW_7TYK92-96
