Operations Officer

Grade: P3

Vacancy no.: BEY/DC/P/2024/02 Publication date: 08 February 2024 Application deadline (midnight Beirut time): 26 February 2024

Job ID: 11630 Department: RO-Arab States/DWT-Beirut Organization Unit: RO-Arab States/DWT-Beirut Location: Baghdad Contract type: Fixed Term

Contract duration: One year (as of April 2024)

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the present vacancy by direct selection, the ILO invites interested candidates to submit their candidature online by the above date.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Introduction

The ILO office in Iraq is working on a range of projects under the Decent Work Country Programme (DWCP), agreed with the Government of Iraq and Social Partners. The DWCP covers all aspects of the ILO mandate from Employment, private sector development to Labour Standards, Social Protection and Social Dialogue.

Within the policy and procedural requirements established by the ILO, the Operations Officer will be responsible for providing direct support to the implementation of the DWCP and contribute to the expected objectives and outcomes.

Reporting lines****:

The Operations Officer will report to the Country Programme Coordinator (CPC), and will receive technical guidance from the Chief, Regional Programming Unit (C/RPU) and the Chief, Regional Administrative Service (C/RAS), of the Regional Office for Arab States. The incumbent will work closely with the Technical Advisors/Project Managers/ (CTAs/PMs) and supervise a team of financial and administrative staff located throughout Iraq.

Description of Duties

1. As Financial Certifying Officer (FCO) for the Iraq office, responsible for the coordination and administration of the work unit. Coordinate and oversee the financial and administrative work of all offices/projects in Iraq. Prepare plan of operations for the relevant work unit(s). Oversee asset, inventory and premises management, including fleet management.

2. Support the CPC and CTAs/PMs on the implications of established Office policies and technical cooperation needs within the framework of the strategic objectives.

3. Support project development though budget preparation, review and revision and effective operational project implementation. Prepare Programme and Budget proposals and other reports related to programme and financial matters.

4. Monitor programme implementation in terms of expenditure and substance and prepare implementation reports, making recommendations on corrective action to the CPC and/or CTA/PM when necessary. Monitor operational activities on the basis of reports, bringing any serious or apparent problems to the attention of the CPC and/or C/RAS.

5. Request contributions and prepare reports on the team’s activities or on substantive issues. Promote the activities of the work unit.

6. Ensure adherence to established policies and procedures in the formulation of technical cooperation budgets, coordinate and advise on the preparation of projects’ financial documents. Ensure conformity with ILO policies and project strategies, ILO programming guidelines and country/action programs, and Office operational procedures and practices.

Description of Duties (continued)

7. Endorse and expedite the submission of operational documents for approved projects. Advise and guide project personnel, donors, institutions, or other partners in order to achieve programme financial and operational objectives. Ensure accurate and timely information flows between Iraq offices and projects, and with Regional Office and Headquarters as needed.

8. Maintain relations and develop cooperation with other UN and/or international agencies and monitor and follow-up on joint activities under BOS and/or CBO, including participation in OMT, working groups, etc.

9. Coordinate business continuity planning and testing for Iraq. Coordinate with HQ and ROAS the risk assessment and mitigation processes for Iraq.

10. Oversee protocol activities for all of Iraq and work closely with local security officers and UNDSS for implementation of SRM for staff and premises.

11. Participate as Iraq office focal person for internal and external audits and verifications, in collaboration with C/RAS and HQ.

12. Represent the work unit at internal and external meetings and participate in or lead field missions.

13. Undertake other duties as required.

Required qualifications

Education

Advanced university degree (Master‘s or equivalent) in business administration, finance, accounting, law and other relevant studies.

A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or other relevant field with an additional two years of relevant experience, in addition to the required experience stated below, will be accepted in lieu of an advanced university degree.

Experience

• At least five years of relevant operations experience.
• Experience of team management and supervision.
• Familiarity with UN/ILO policies and procedures.
• Familiarity with ERP systems (SAP, Oracle or similar).
• Experience in data analysis, monitoring and reporting.

Languages

Excellent knowledge in English and good working knowledge in Arabic will be considered as advantage.

Competencies

In addition to the ILO core competencies (Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration), this position requires:

• Sound knowledge of financial rules and regulations. Understanding of IPSAS. Knowledge of ILO’s policies, administrative procedures and practices, or of similar UN/INGO.
• Ability to supervise staff team.
• Ability to provide technical operational/financial advice and to guide and coordinate the work of external collaborators and national staff in the area of specialization.
• Ability to develop and monitor a budget of a programme or a project.
• Ability to analyse complex cross-national practices and data sets covering a wide range of issues in the operations field.
• Ability to research and interpret various guidelines and policies for application to address difficult administrative related issues. Ability to formulate new concepts and methodologies.

Competencies (continued)

• Skills in problem solving and managing change.
• Ability to motivate staff, establish team objectives, assign and supervise work and ensure that quality service/work is provided to clients.
• Discretion is required as work may involve dealing with confidential material.
• Good drafting and communication skills.
• Ability to draft guidelines/SOPs relating to operations.
• Good computer skills. Ability to use common office computer applications; familiarity with computerized accounting/ERP packages. Experience in MS Teams, SharePoint and Power BI is an advantage.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

optional section (if needed)

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.

Conditions of employment

• Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
• Any extension of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.

Applicants will be contacted directly if selected for a written test and/or an interview.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including technical tests or interviews.

The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under consideration.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.