Main tasks and Responsibilities of the Position:
Under the guidance and direct supervision of the Manager, Regional Operations, the Officer, Operations, ensures that effective financial and administrative management is implemented and maintained. This specifically includes the management of the operating budget, financial analysis and reporting, and human resources management.
He / she has the following key responsibilities:
1)Overall operations administration
•Provides technical advice to the Director and staff of the office/country office on the full range of operations management: administrative, human resources, budgetary, financial, information technology, travel, procurement and contracting.
•Ensures the efficient delivery of operations and administration services including monitoring of financial, administrative, and human resources-related activities.
•Provides monitoring of the implementation of the corporate administrative processes and procedures in the office and ensures that staff are oriented and capable of using them.
•Monitors and assesses the implementation of operational activities and makes recommendations for systems and procedures strengthening. Drafts guidelines for improved systems and procedures in the office aiming at overall performance enhancement.
•Prepares and adjusts the office´s operational workplans coordinating appropriate inputs and clearances from management and other staff in the office and, if pertinent, across the organization.
•Supports the Manager, Regional Operations in streamlining operations in the region/sub-region.
2)Financial administration and related matters
•Verifies the validity of expenditure requests by ensuring adherence to applicable rules and procedures, as well as the availability of funds, before submission to the authorized officer(s) for approval.
•Ensures timely payments to suppliers, reviews bank reconciliations, petty cash accounts and clears monthly financial statements for signature by the authorized officer(s).
•Prepares and adjusts the office´s budget coordinating appropriate inputs and clearances from management and other staff in the office and, if pertinent, across the organization.
•Prepares periodic financial and narrative reports in an appropriate format, conducts analyses of budget implementation and makes recommendations to improve the efficient use of resources.
•Under supervision, follows up on audit and management improvement recommendations and provides related reporting.
3)Office administration activities
•Participates in representing UNAIDS in the UN Operations Management Team (OMT)
•Participates in the management of common premises and services arrangements with other United Nations agencies, providing input as required.
•Responsible for the office assets register including timely registering of assets and disposal of obsolete assets. Reconciles the assets register with the physical inventory records.
•Manages office transport including reconciliation of driving log and fuel consumption on regular basis.
•Manages communications systems including pouch, mail and bookkeeping systems.
•Provides technical guidance to other operations staff in the office.
4)Other operations management activities
•Ensures the timely and accurate preparation and management of supply and service contracts and agreements, including conducting spot-checks, liquidating final payments, closing contracts and evaluating contractors.
•Manages routine human resources-related issues and staff development activities, escalating matters as appropriate.
•Administers protocol and associated matters.
•Ensures compliance with Minimum Operating Security Standards (MOSS), escalating any security and safety concerns as appropriate.
•Performs other duties as assigned. |