Operations Manager

The Operations Manager is responsible for the smooth functioning and results-oriented management of operations in the Ukraine Country Office, facilitating programme implementation by providing operational support. This role includes leadership of the Operations Team, strategic financial and human resources management, procurement, ICT, and risk management oversight, ensuring compliance with UN Women rules and regulations.

Responsibilities

• Manage and oversee the operations within the Ukraine Country Office.
• Serve as a member of the Senior Management team and provide advice and support to the Representative and Deputy Representative on operational issues.
• Oversee the work of Operation Team in the Country Office.
• Develop the annual workplan for the Operations Team and oversee its implementation and monitoring.
• Participate in review meetings to assess the managerial and operational capacities of implementing partners.
• Determine optimal techniques and business processes; lead business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions in collaboration with the Regional Office.
• Oversee and monitor implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues in the Country Office.
• Ensure a continuous and up-to-date flow of information between the Country Office and Regional Office on operations matters.
• Oversee all operations activities, including finance, human resources, procurement, transport, administration and ensure they follow UN Women rules, regulations, policies and procedures.
• Manage staff in Operations Team: finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.
• Lead strategic coordination of UN Women's Enterprise Risk Management (ERM) framework implementation in the Country Office, providing technical guidance to the Senior Management Team, program and operations teams.
• Serve as technical advisor to Country Office Representative on risk management matters, analyzing consolidated risk information and providing strategic risk recommendations.
• Maintain an integrated Country Office risk register, providing quality assurance oversight and consolidated risk analysis.
• Build Country Office risk management capacity by disseminating corporate guidance materials and tools, organizing training and facilitating knowledge sharing.
• Ensure effective Country Office risk management for Regional Office operations by implementing internal controls and fraud prevention measures.
• Coordinate partner risk assessment and audit processes, ensuring appropriate due diligence frameworks and responding effectively to audit findings.
• Coordinate with Regional Office and Headquarters Division of Management and Administration on ERM framework updates and regional implementation.
• Ensure strategic and efficient management of office and programme financial resources.
• Exercise proper financial controls, including implementation of preventive and detective controls to safeguard assets and ensure accuracy of financial reporting.
• Work closely with Regional Office and Headquarters on audit processes, including risk-based audit planning, preparation and follow up.
• Monitor and manage core and extra-budgetary resource allocations with the Deputy Representative.
• Perform Manager Level 3 Committing Officer role in Quantum for voucher and PO approvals.
• Ensure Country Office compliance with Internal Control Framework, Delegation of Authority, and segregation of duties and responsibilities.
• Manage the provision of goods and services as needed for Strategic Note implementation and projects following established corporate procedures.
• Oversee the preparation of the Country Office procurement plans; participate/chair in Procurement Review Committees.
• Oversee Country Office assets and liabilities and ensure proper inventory control.
• Oversee the implementation of ICT systems, including cybersecurity controls and data protection measures.
• Ensure staff have access to Quantum functionality for improved business results and client services.
• Oversee maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
• Serve as the focal point for staff well being and support the work of the security team.
• Ensure that personnel and dependents lists are updated.
• Ensure staff well being and safety compliance with the UN and UN Women regulations and processes.
• Develop and maintain Business Continuity Plan for the Country Office with the Security Specialist, conduct regular testing and updates.
• Ensure that all staff are provided with necessary equipment, services and support under challenging security situations.
• Represent UN Women in inter-agency meetings and working groups on operations issues.
• Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration.
• Perform other duties within functional profile as necessary for efficient functioning of the Office and Organization.

Requirements

• 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.
• At least 7 years of progressively responsible experience at the national or international level, in office management, operations or finance.
• Experience in leading a team is required.
• Experience working in an international emergency/humanitarian context is required.
• Experience coordinating with partners and stakeholders 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 is required.
• Experience implementing risk management frameworks or conducting risk assessments is highly desirable.
• Experience with fraud prevention, internal controls, or audit processes is highly desirable.
• Experience conducting partner due diligence or vendor risk assessments is desirable.
• Experience of accrual accounting, IPSAS or IFRS is highly desirable.
• Professional background in programming/ projects management is desirable.
• Experience in the UN system is desirable.
• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Skills

• Office Management
• Operations Management
• Finance Management
• Team Leadership
• Human Resources Management
• International Humanitarian Operations
• Stakeholder Coordination
• Office Packages
• Web-based Management Systems
• ERP Systems
• PeopleSoft
• Financial Risk Frameworks
• Risk Assessment
• Fraud Prevention
• Internal Controls
• Audit Processes
• Partner Due Diligence
• Vendor Risk Assessments
• Full Accrual Accounting
• IPSAS
• IFRS
• Project Management
• UN System Knowledge

Languages

English