Operations Specialist, Office of Audit and Investigation Services

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 (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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:

OAIS is an operationally independent office of UNFPA and reports to the Organization’s Executive Director. It is responsible for supporting the achievement of UNFPA’s objectives by contributing to the improvement of the Organization’s operations, risk management, and results through its internal audit, investigation, and advisory services. OAIS solely performs, manages, or authorizes others to carry out these services.

To fulfill this mandate, the Internal Audit Branch provides independent and objective assurance and advisory services with the objective of increasing accountability, enhancing risk management, governance, and control processes, and improving the effectiveness and efficiency of UNFPA’s operational and programmatic performance. UNFPA performs its internal audit work in accordance with the International Professional Practices Framework (IPPF) issued by the Institute of Internal Auditors (IIA).

OAIS performs its investigation work in accordance with the Oversight Policy, OAIS Charter, Policy and Procedures for Vendor Review and Sanctions, Policy and Procedures for Implementing Partner Review and Sanctions, other relevant policies and procedures as included in the UNFPA Policies and Procedures Manual, and the Uniform Guidelines for Investigations. The Investigation Branch conducts its work in conformance with the General Principles and Guidelines for Investigation issued by the Conference of International Investigators.

Under the direct supervision of the Director, the Operations Manager acts as an advisor on all aspects of operations management and is responsible for strategic financial and human resources management, efficient procurement, ICT, and general administration of the office. The Operations Manager sets processes and methods to maximize efficiency, demonstrating capacity for innovation and creativity, and adherence to UNFPA policies and procedures. The Operations Manager represents OAIS in all operational matters, budget, finance, HR, procurement, general administration, and ICT.

You would be responsible for:

Key functions:

• Strategic financial and human resources management;
• Recommend and implement changes in the design of operational activities;
• Efficient procurement, IT, and general administration of the office; and
• Effective guidance and supervision of two direct reports (G6 level).

Strategic Financial Management:

• Represent OAIS in financial and budgetary matters;
• Provides advice on strategies, policies, and procedures affecting financial operations while ensuring compliance;
• Review and improve financial resource processes and establish internal standard operating procedures;
• Manage OAIS financial resources by preparing a financial planning framework, providing inputs to the corporate financial planning framework, creating project budgets, processing budget revisions, monitoring and tracking expenses, preparing financial reports, advising OAIS management, and determining appropriate actions if problems arise;
• Manage OAIS budgetary funds while ensuring effective and accurate financial reporting;
• Serve as certifying officer for human resources and financial transactions, as appropriate, as well as approving officer for financial transactions up to $30,000; and
• Provide knowledge and sharing services on operations in the office.

Strategic Human Resources Management:

• Represent OAIS on HR-related matters;
• Provide advice on strategies, policies and procedures affecting financial operations while ensuring compliance;
• Liaise with the Division for Human Resources (DHR) on recruitment of staff and other personnel, including drafting job descriptions, obtaining post classifications; advertising vacant positions; arranging long-list and short-list processes, communicating with selected candidates and, obtaining central review body endorsements;
• Supervise the adequate and timely completion of performance appraisals by advising management and staff on relevant policies, procedures, and timelines; and
• Liaise with DHR on the issuance of ground pass for staff, consultants, and interns.

Procurement, IT, and general administration:

• Represent OAIS in procurement, IT, and general administration matters;
• Provide advice on policies and procedures affecting procurement and general administration of the office while ensuring compliance;
• Administer procurement by providing advice on relevant regulations and rules, and manages high value procurement processes including preparing of RFPs/ITBs, tendering,  and evaluating and obtaining Supply Chain Management Unit clearances;
• Provide guidance and supervise the procurement of goods and professional services (audit, investigations, etc.) while ensuring compliance with UNFPA procurement policies;
• Manage requirements for office space, furniture, equipment, and supplies, including on physical layout of the office, IT, and communication connectivity;
• Oversee travel arrangements, including travel approvals and certification of OAIS staff and consultants’ travel claims.

Coaching and supervision:

• Directly supervise two Finance and Administrative Associates (G6 level);
• Guide and functionally oversee the work of the two associates mainly with respect to:
• Financial aspects, including budget preparation, revisions, expense tracking;
• Administrative aspects including managing UNFPA assets, facilities and logistical services, travel arrangements and leave monitoring; and
• Procurement aspects, including engaging consultants, procuring IT equipment, and furniture.

Any other duties:

• Perform any other duties as may be directed by the Director  of OAIS.

Qualifications and Experience: 

Education:  

• Advanced university degree in Public Administration, Business Administration, Economics, Management, or a related field.

Knowledge and Experience: 

• A minimum of five (5) years of progressively responsible experience in office management, mainly in human resource and financial administration, part of which in a United Nations environment.
• Field experience is an advantage.

Languages: 

• Fluency in English is required. Working knowledge of other official UN languages an asset.

Source: https://www.unfpa.org/jobs/re-advertisement-temporary-appointment-operations-specialist-office-audit-and-investigation