Job Description

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. Placing women’s rights at the center of all its efforts, UN Women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The Strategy, Planning, Results and Effectiveness Division (SPRED) of UN Women is to integrate corporate strategy and performance measurement to improve decision-making in order to drive the implementation of UN Women’s Strategic Plan and to manage for results while increasing transparency and accountability to its Governing Bodies and Stakeholders. Specifically, the Division formulates corporate strategies aligned to the corporate objectives, ensures internal controls and risk management are fully in place. Additionally, the Division monitors and report on the implementation of the Strategic Plan. SPRED helps strengthen UN Women, improve services to the field by defining a clear set of priorities with aligned resources, ownership, accountability and oversight. It will also provide arm’s length analysis of the performance of the organization.

The Strategic Planning Unit (SPU) within SPRED is the custodian of Results-Based Management (RBM) and strategic planning in UN Women. SPU manages the development and roll-out of relevant policies, procedures and guidance (PPG) associated with planning, monitoring and reporting of Strategic Plan, Strategic Notes and workplans. SPU also serves as the business owner for corporate systems associated with results management and strategic planning, monitoring and reporting functions associated with Strategic Plan, Strategic Notes and workplans. Furthermore, SPU makes further efforts to improve quality of results and financial data published on its Transparency Portal and to the International Aid Transparency Initiative (IATI), which contributes to further strengthening transparency and openness of the entity.

Under the supervision of the Chief of SPU, the Operations Analyst has the oversight responsibilities for all aspects of SPU’s operations, this includes financial and human resources management, efficient procurement and logistical services, security management, information and communications technology (ICT) and common services consistent with UN Women rules and regulations. In close collaboration the rest of SPU team, the Operations Analyst also supports some of the programmatic functions of SPU, including the overall coordination for knowledge and documents management of SPU, supporting internal/external audits and other assessments, planning, monitoring and reporting on SPU’s components of workplans with the use of corporate systems.

The Operations Analyst provides guidance to SPU programme staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of the relevant corporate policies, procedures and relevant corporate systems. The Operations Analyst also coordinates and collaborates with SPRED Directorate as well as with the relevant HQ Divisions as relevant, including Division of Finance Administration (DFA), Human Resources Division (HRD), to ensure SPU’s work is done in accordance with the latest corporate policies, procedures and corporate requirements in the areas of financial management, procurement, logistics, security, ICT and HR. The Operations Analyst also provides coordination and technical support to SPU.

Note: Locally recruited National Officer positions with UN Women in Bonn are open to only nationals of Germany.

Key Functions and Accountabilities:

Coordinate the operations in SPU in accordance with UN Women rules and regulations and policies and procedures

• Draft and implement annual workplans for the operations workstream in SPU;
• Implement corporate budget, financial, procurement, and HR policies and procedures within SPU, with use of relevant cooperate systems;
• Oversee all operations activities, including budget, finance, human resources, procurement, IT, security, administration within SPU and ensure that all SPU staff members follow relevant UN Women rules, regulations, policies and procedures, in coordination with SPRED Directorate, DFA and HRD;
• Coordinate and facilitate recruitment processes and contract management for staff posts, consultants and interns
• Act as HR/Leave Monitor in SPU
• Support the chief of the unit to ensure all personnel in SPU complete all the mandatory training
• Support logistics and travel arrangements of official travel missions of SPU, ensuring compliance with the corporate travel policies and procedures
• Provide overall administrative and logistical support for events (e.g. workshops, training, meetings) that SPU organizes
• Organize learning sessions on operations-related matters to ensure that all SPU staff members understand the relevant procedures and corporate requirements

Coordinate the resource planning and expenditure tracking

• Exercise proper financial controls in SPU and provide technical expertise and support to SPU team for management of financial resources using Quantum, UN Women’s ERP system;
• Conduct proper planning, expenditure tracking and audit of financial resources
• Create projects in Quantum, proper required budget revisions, revision of project award and project status, determine unutilized funds, operational and financial close of a project
• Ensure all the financial transactions are identified, recorded and verified in compliance with corporate policies and procedures of UN Women
• Monitor and report on SPU’s delivery and balance against workplan activities on quarterly basis, and manage timely budget revisions in Quantum

Oversee procurement processes and assets management

• Manage the provision of goods and services for SPU following established corporate procedures
• Provide professional recommendations to the preparation of procurement plans of SPU and support in monitoring implementation based on workplan activities;
• Ensure proper management, safeguard, data integrity and inventory controls of SPU assets, facilities and logistical services
• Coordinate Asset verification activities in accordance with Asset Physical Verification Procedure

Serve as the focal point for information and communications technology (ICT) management and security issues in the unit

• Oversee the implementation of corporate systems in SPU;
• Brief SPU staff on security matters and disseminate relevant information as advised by Safety and Security team of DFA;
• Ensure full security and safety compliance of SPU with the UN and UN Women regulations and processes;
• Liaise with HQ-based Security Advisor or their designated staff member on all security matters.

Provide coordination and technical support to SPU

• Provide coordination support for the development of SPU components of workplans and budget in close collaboration with SPU team and SPRED Directorate
• Coordinate with colleagues in SPU to ensure that monitoring and reporting exercises for SPU components of SPRED workplans and budgets are completed in a timely manner, ensuring the timely completion of data entry in system
• Provide coordination and technical support for organizing mid-year and annual review meetings on SPU components of workplans.
• Support preparation of SPU weekly team meetings and implementation of follow-up actions
• Coordinate within SPU to ensure effective documents and knowledge managements are in place, with the use of SPU shared drive and Share Point.
• Provide support for internal and external audits and other assessments, including collection of data and documents
• Contribute to system enhancement of PRISM by participating in User Acceptance Tests (UATs)

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

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

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.

Recruitment Qualifications:

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.

Experience:

• Minimum 2 years of extensive and progressively responsible experience in office management, operations or budget/finance in a large international and/or corporate organization.

• Experience in programme/project management is required.

• Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.

• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

• Experience in international development and/or humanitarian work at the country, regional and/or global level is desirable.

• Experience in the UN system is desirable.

• Experience in drafting, implementing, monitoring and reporting of workplans is desirable.

• Experience in documents management with use of online platforms to support strategic planning processes, RBM and/or PPG is desirable.

• Experience in strategic planning and/or RBM is desirable.

Languages:

• Fluency in English is required.

• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process