Operations Analyst

Contract

This is a NO-A contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 1 years of experience, depending on education.

Salary

The salary for this job should be more than 3,497 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Background

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.

UN Women Jordan Country Office supports the Government of Jordan to implement global norms and standards on gender equality and women’s empowerment; promotes women’s economic empowerment; and implements a resilience and empowerment model for Syrian refugee women and vulnerable Jordanian women. The country office is implementing its Strategic Note for the period 2018-2022 and is prioritizing coherence and interlinkages across its projects and programmes under these three pillars. This requires effective implementation, monitoring and reporting on progress and results and coordination with key stakeholders in government, civil society and the international community.

Over the past 3.5 years, the Jordan Country Office has undergone a restructuring process that has consolidated all projects under one programme unit for holistic implementation which resulted in an increase of its workforce and portfolio. The Operations Analyst role forms part of the Operations Unit in the CO, which collectively ensures the office has sufficient operations support to smoothly deliver the CO results. The JCO current annual budget is over $14 million with a workforce of 68 personnel.

Under the direct supervision of the Operations Manager, the Operations Analyst carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Operations Analyst is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.

Duties and Responsibilities

1. Supports implementation of operational and financial management strategies, and adapts processes and procedures, focusing on the achievement of the following results:

• Full compliance of financial activities, financial recording/reporting system and audit follow up with UN Women rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system;

• Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects;

• Elaboration of the framework and conditions of contributions within the CO resources mobilization efforts;

• Elaboration and implementation of cost recovery, saving and reduction strategies;

• Routinely monitors through dashboard and other in house-built systems (power BI, etc) financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNWomen staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.

2. Manages the project budgets and organizes an optimal cost-recovery system and proper control of the Country Office accounts focusing on achievement of the following results:

• Financial resources management through planning, guiding, controlling of the resources in accordance with UNWomen rules and regulations;

• Preparation and monitoring of budgets of management projects;

• Establishment of the development projects’ budgets preparation/modification monitoring system, control of budgetary status and budgets delivery levels;

• Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed pro-docs and project budgets);

• Elaboration of proper mechanisms to eliminate deficiencies in budget management;

• Preparation of cost-recovery bills in Atlas for the services provided by UNDP.

• Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; MPOs, travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures;

• Performs delegated ICF related functions;

• Control of accounts closure;

• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues;

3. Coordinate the audit process in accordance with UN Women rules, regulations, policies and procedures

• Coordinate the pre-audit preparations for financial management of the CO to be audit ready and complete the pre-audit checklist.

• Contribute technically to the training in the CO as part of the training plan or requirement of pre-audit preparations or as otherwise determined by Operations Manager;

• Write responses to internal and external audit inquiries and other findings related to financial management for review/approval by Operations Manager and incorporate recommendations in development in policies, procedures and practices;

• Plan and track expenditures and performance audit of financial resources, including extra-budgetary income.

4. Support Human Resources and Procurement services in accordance with UN Women rules and regulations and corporate policies and strategies

• Assume overall responsibility for the recruitment of individual consultants;

• Prepare staffing/personnel related reports; research and draft responses for clearance by the OM;

• Assume overall responsibility for leave management;

• Coordinate and contribute to the monitoring of the CO procurement plan;

• Manage office stationery supplies including maintenance of stock list and distribution;

• Submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement;

• Coordinate assets management in the office and submit periodic inventory reports, coordinate physical verification of inventory items;

5. Coordinate the general administration of the office in compliance with UN Women rules, regulations, policies and procedures:

• Ensures timely and effective delivery and improvement in administrative support and office services for enhanced quality, efficiency and cost effectiveness, including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.

• Ensures the timely and cost-effective provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.

• Negotiates and supervises matters relating to office premises, utilities and services with vendors /agencies

• Coordinate and supervise administrative staff in the operations unit including preparation of workplans;

• Oversee protocol matters;

• Manage and improve the filing system in the office ensuring safekeeping of confidential matters;

• Serve as the focal point for facilities management and oversee the services provided by service contractors on cleaning and maintenance of office space.

• Coordinate and supervise travel arrangements;

6. Provide technical backstopping to the Operations Manager in all functions of the Operations Unit.

Competencies

Core Values:

• Respect for Diversity

• Integrity

• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues

• Accountability

• Creative Problem Solving

• Effective Communication

• Inclusive Collaboration

• Stakeholder Engagement

• Leading by Example

Functional Competencies

• Good knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system is an asset;

• Ability to provide advice and support;

• Ability to contribute to the formulation and monitoring of management projects;

• Ability to handle confidential information;

• Negotiating skills;

• Good IT skills.

Key Performance Indicators

• All services are provided in compliance with UN Women rules, regulations and policies;

• Finances are properly identified and in a timely manner;

• Timely and accurate implementation of administrative services;

• Audit process if efficient

Please visit this link for more information on UN Women’s Core Values and Competencies:

https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Required Skills and Experience

Education and certification:

• Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.

• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

• A Finance, Procurement or HR management certification would be an added advantage

Experience:

• At least 1 year of progressively responsible experience at the national or international level, in office management, operations or finance;

• Experience leading a team is required;

• Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems, preferably PeopleSoft;

• Experience of accrual accounting, IPSAS or IFRS is an asset;

• Professional background in programming/ projects management is an asset.

Language Requirements:

• Fluency in English and Arabic is required

• Knowledge of the other UN official working language is an asset.

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from P11 form. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.