Operations Analyst in Cox's Bazar

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 in Bangladesh is supporting the Government of Bangladesh with the Rohingya refugee crisis response. UN Women has developed a response programme in partnership with the Ministry of Women and Children Affairs to meet the specific needs of the most vulnerable and marginalized Rohingya Refugee Women and Girls and the women and girls in the host communities affected by the refugee influx in Cox’s Bazar. The objective of the programme is to ensure protection, as well as equitable and safe access to and benefit from humanitarian assistance and information for the most vulnerable and marginalized Rohingya women while assisting them to live with dignity. The programme also promotes women’s participation and leadership in the camps and host community, prevention and improved response to gender-based violence, and peace and social cohesion building between the refugees and host community. UN Women co-chairs the Gender in Humanitarian Action Working Group for the Rohingya Refugee Response with UNHCR to promote gender-responsive humanitarian action across humanitarian agencies in Cox’s Bazar, and established a Sub Office in Cox’s Bazar in December 2017 to reinforce management of programmes in Cox’s Bazar district.

Under supervision of the Head of sub office, the Operations Analyst works with and providing close guidance to UN Women Sub Office  programme staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of rules and procedures governing programme finances, donor reporting, and personnel.  She/He works also in close collaboration with the programme and operations teams in the UN WOMEN Country Office in Dhaka to resolve complex project-related issues and information delivery, as well as works in collaboration with operations staff in other UN Agencies.

Duties and Responsibilities

1.    Coordinate the operations in the Cox’s bazar Sub Office in accordance with UN Women rules and regulations and policies and strategies:

• Provide professional expertise and technical support to the Head of Sub Office (HoSO) on operational issues;
• Draft the annual workplan as assigned by the HoSO for office Operations and oversee its implementation and monitoring;
• Participate in review meetings and provide technical support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
• Guide and implement business process mapping and the establishment of internal standard operating procedures in all areas of the Operations functions;
• Implement corporate, budget, financial, procurement, and HR policies and systems and identify training for staff and project personnel on these issues;
• Ensure a continuous flow of information between the Country Office and Cox Bazar sub office
• Oversee all operations activities, including finance, human resources, procurement, transport, IT, security, administration and ensure they follow UN Women rules, regulations, policies and procedures;
• Supervise operations staff (if any) : Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching as required.

2.    Coordinate the planning, expenditure tracking and auditing of financial resources in accordance with UN Women rules and regulations and policies and strategies:

• Provide professional expertise and technical support to the management of Sub office and programme financial resources;
• Exercise proper financial controls;
• Conduct regular expenditure tracking and budget revisions and entry for all programmes and overall office.
• Provide support to Implementing Partners on financial verification, liquidation, expenditure tracking and auditing and financial resource management
• Report locally and to CO in a timely manner on established structures; seek advice from CO when deviations may be necessary;
• Review and take corrective action as appropriate on audit findings;

3.    Provide Human Resources services:

• Coordinate and facilitate recruitment processes and contract management; liaise with the CO and service providers as necessary.
• Assist new colleagues orientation in collabotation with the CO HR.

 4.    Oversee procurement processes:

• Manage the provision of goods and services for the Sub Office and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements;
• Coordinate preparation of procurement plan for Sub Office and guide sub office colleagues as required;
• Ensure proper inventory control of assets and liabilities of the sub office.

5.    Coordinate information and communications technology (ICT) management:

• Oversee the implementation of ICT systems in the sub office;
• Ensure UN Women IT standard is maintained, and policies are followed in the Sub office;
• Act as local focal person for UN Women assets management.

6.    Serve as the focal point for security issues and ensure safety and security of staff in collaboration with the CO Security Focal Point:

• Brief supervisor and staff on security matters and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;
• Ensure full compliance with SRM and RSRM procedures on security of staff and office premises;
• Provide professional recommendations to the Business Continuity Plan for the Country Office as necessary;
• Liaise with CO Security focal point or his/her designated staff member on all security matters.

7.    Participate in inter-agency activities:

• Participate in inter-agency meetings and working groups in CoxB to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc;
• Liaise with other UN agencies on operational issues, activities, and collaboration.

8.    Contribute to knowledge sharing between the Sub office and CO Ensure knowledge is shared and adequately applied between the Sub Office in Cox’s Bazar and Country Office:

 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;
• Corporate, budget, financial, procurement, and HR policies and systems  implemented and training for staff and project personnel on these issues identified;
• Regular expenditure tracking and budget revisions and entry for all programmes and overall office conducted;
• Support to Implementing Partners on financial verification, liquidation, expenditure tracking and auditing and financial resource management provided;
• Preparation of procurement plan for Sub Office and guidance to sub office colleagues coordinated.
• Timely and accurate implementation of HR and procurement contracts;
• Office has a reliable ICT infrastructure environment;
• Safety and security systems are functioning effectively.

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.

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.

Experience:    

•  At least 5 years of progressively responsible experience at the national or international level, in office management, operations or finance;
•  Experience leading a team is an asset;
•  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 Bangla 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 http://www.unwomen.org/en/about-us/employment;
• 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.