Operations - Senior Officer

The Operations Senior Officer supports the operations of the Sanitation and Hygiene Fund (SHF), ensuring efficient administration and operations processes. The role involves operations support, quality assurance, contracts management, and grant support to enable SHF to deliver its mandate effectively.

Responsibilities

• Support the Head of Performance and Strategy to develop and implement the Secretariat’s workplan and collaborate with colleagues to identify the needs, determine costs and plan implementation modalities.
• Advise personnel across the SHF on the application, interpretation and adoption of corporate operational rules, procedures and guidelines.
• Assist the Head of Performance and Strategy to establish rosters/manage contracts for technical advisory personnel that are available on an on-call basis to provide the required external support.
• Assist the Head of Performance and Strategy to monitor use of Delegations of Authority (DOA).
• Support in-country operations, missions and events as need be.
• Strengthen and mainstream processes and procedures in providing support services through the development/provision of manuals and work flow processes and procedures, placing at the disposal existing UNOPS guidelines and tools/ SOPs and projects’ best practices and training materials.
• Develop and deliver operational training sessions and on-the-job support tools to strengthen SHF personnel in administrative procedures, compliance, and core operational workflows.
• Serve as the focal point for administration matters in Nairobi, liaising with the UNOPS team.
• Collaborate with internal stakeholders to ensure compliance with audit requirements.
• Coordinate quality reviews of programme management documents and deliverables.
• Provide quality control for management outputs (project documents, reports, etc.).
• Develop and maintain a repository of programme documents, progress technical and financial reports, audit reports, assessment reports, terminal reports, etc.
• Lead on health, safety, security and environmental (HSSE) matters to ensure they are integrated into all aspects of the operations and that related risks are managed effectively.
• Working with the SHF technical team and with UNOPS procurement colleagues, support drafting Terms of Reference for subcontractors and consultants, suitable firms/institutions and support the evaluation of proposals received and recommendations for contract awards and negotiations as per UNOPS procurement policy;
• Initiate drafting and finalization of Contracts with vendors, including Amendments;
• Maintenance of Contracts filing system/database and support the implementation of Procurement Strategy;
• Monitoring compliance and risks as regards Contracts Management.
• Prepare and review grant award requests, draft grant agreements and subsequent amendments, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations;
• Ensuring that the onboarding of new partners is adapted to the partners’ needs and is aligned with SHF and UNOPS rules and regulations
• Supports in reviewing grant budgets, and financial reports against approved budgets, to provide critical feedback to the Primary Recipients/Implementing Partners, programme teams, operations and support services, as relevant;
• Verify reporting requirements are adhered to and ensure teams liaise closely with relevant teams in UNOPS and SHF on any delays or other difficulties;
• Review disbursement requests and ensure payments are processed based on the grant agreement, agreed disbursement schedules, and agreed targets and results;
• Resolve operational and process issues related to grant management, and refer complex issues as relevant (supervisor and/or operational team) with recommendations for courses of action;
• Contribute to the coordination and follow-up on spot checks, reviews and audit recommendations of Primary Recipients/Implementing Partners;
• Support the coordination of the process of operational and financial closure of grants and projects;
• Monitoring compliance and risks with regards to grants management.

Requirements

• Advanced university degree (Master’s) in business administration, social science management, procurement, public administration, economics, international relations or a related field
• A Bachelor's degree with an additional 2 years of relevant experience may be accepted instead of a Master's degree.
• A minimum of two (2) years of progressively responsible experience in operations support, grants management and/or program administration within an international organization or development project.
• Experience in reviewing award requests, drafting agreements, conducting financial monitoring, and processing disbursements.
• Experience in quality assurance of project deliverables, managing document repositories, and coordinating field administration across multidisciplinary teams.
• Knowledge of procurement processes, with experience in providing procurement support and contract administration, including sourcing, drafting ToRs, evaluating vendor proposals, and administering contracts.
• Good working knowledge of UN/UNOPS contractual, procurement, and financial rules, including hands-on experience with institutional guidelines, grant modalities and health, safety, security, and environment (HSSE) frameworks.
• Demonstrated ability to manage competing operational priorities, meet strict deadlines, and deliver processes under tight schedules.
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.
• Experience working in the sanitation or menstrual health sectors is an asset.
• Previous experience with UNOPS is desirable.

Skills

• Operations Support
• Grants Management
• Program Administration
• Award Request Review
• Drafting Agreements
• Financial Monitoring
• Disbursement Processes
• Quality Assurance
• Document Repository Management
• Field Administration Coordination
• Procurement Procedures
• Procurement Support
• Contract Administration
• Terms of Reference
• Vendor Proposal Review
• Contract Management
• UN Contractual Rules
• UN Procurement Policies
• UN Financial Rules
• Health Safety Security Environment Frameworks
• Multicultural Environment Experience
• Menstrual Health Sector Expertise
• Implementation Modalities
• Sanitation Sector Expertise

Languages

English, French