Operations Manager

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.

In Viet Nam, UN Women contributes to the development objectives of Viet Nam’s Socio-Economic Development Plan and the National Strategy for Gender Equality. Its Country Strategy Note for 2022-2026 is aligned to the upcoming UN Sustainable Development Cooperation Framework (UNSDCF) 2022-2026 and is focused on supporting Viet Nam’s fulfilment of Gender Equality commitments under The Convention on the Elimination of All Forms of Discrimination against Women (CEDAW), and the promise of the 2030 Sustainable Development Agenda to “leave no one behind”. The key priorities of UN Women in the 2022-2026 period are:

By 2026, people in Viet Nam, especially those at risk of being left behind, will benefit from and contribute to safer and cleaner environment resulting from Viet Nam’s effective and gender responsive mitigation and adaptation to climate change, disaster risk reduction and resilience building, promotion of circular economy, the provision of clean and renewable energy, and the sustainable management of natural resources.
By 2026, people in Viet Nam, especially those at risk of being left behind, will contribute to and benefit equitably from more sustainable, inclusive and gender-responsive economic transformation based on innovation, entrepreneurship, enhanced productivity, competitiveness, and decent work.
By 2026, people in Viet Nam, especially those at risk of being left behind, will have benefited from and have contributed to a more just, safe and inclusive society based on improved governance, more responsive institutions, strengthened rule of law and the protection of and respect for human rights, gender equality, and freedom from all forms of violence and discrimination in line with international standards.

Under the supervision of the UN Women Country Representative in Viet Nam, the Operations Manager (OM) leads and guides the Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Manager works in close collaboration with programme teams in the office, providing close guidance to 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 also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office and HQ staff and Government officials to successfully deliver operations services.

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.)

Functions

Manage the operations in the Vietnam Country Office (VCO)

Serve as a member of the Senior Management team and provide advice and support to the Country Representative on operational issues;
Develop the annual workplan for the Operations Team and oversee its implementation and monitoring;
Participate in review meetings and assess the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
Manage business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s functions;
Manage the implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues;
Serve as audit and risk management focal point for VCO, following HQ guidance in these areas;
Ensure a continuous and up-to-date flow of information between the Country Office (CO), the Regional Office (RO) and HQ;
Oversee all operations activities, including finance, human resources, procurement, transport, IT, security, 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.

Oversee planning, expenditure tracking and auditing of financial resources

Ensure strategic and efficient management of office and programme financial resources;
Exercise proper financial controls;
Report locally and to HQ on established structures; seek advice from RO when deviations may be necessary;
Review and take corrective action as appropriate on audit findings;
Perform Manager Level 2 role in Quantum for voucher and Purchase Order (PO) approvals;
Ensure the CO compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities.

Oversee/Provide Human Resources services to the Vietnam Country Office

Oversee recruitment processes; liaise with the RO/HQ and service providers as necessary.
Oversee contracts; advise on appropriate contract modalities.

Oversee procurement processes

Manage the provision of goods and services for the CO 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;
Manage the preparation of procurement plans in the CO;
Participate/chair in local Procurement Review Committees (PRC);
Manage CO assets and liabilities and ensure proper inventory control.

Oversee information and communications technology (ICT) management

Oversee the implementation of ICT systems;
Ensure staff have access to Quantum functionality for improved business results and improved client services;
Manage maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.

Serve as the focal point for security issues and ensure safety and security of staff

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 MOSS and MORSS procedures on security of staff and office premises;
Ensure that personnel request appropriate security clearance for travel;
Liaise with HQ-based Security Advisor or their designated staff member on all security matters;
Develop and maintain Business Continuity Plan.

Participate in inter-agency activities

Serve as Operations Management Team (OMT) member for the UN System in Viet Nam;
Represent UN Women in inter-agency meetings and working groups on operations issues 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 UNDP and other UN agencies on operational issues, activities, and collaboration.

Contribute to knowledge sharing between the Country Office and RO

Ensure knowledge is shared and adequately applied between the COs and RO in the region.

Competencies:

1. Core Values:

Integrity;
Professionalism;
Respect for Diversity.

2. 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:

3. Functional Competencies:

Strong 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 lead formulation and monitoring of management projects;
Ability to handle confidential information
Good negotiating skills
Strong IT skills.

Recruitment Qualifications:

1. 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.

2. Experience:

At least 5 years of progressively responsible experience at the national or international level, in office management, operations or finance;
Experience in leading a team;
Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems, preferably Quantum;
Experience of accrual accounting, IPSAS or IFRS is highly desirable;
Professional background in programming/ projects management is desirable.

3. Language Requirements:

Fluency in English and Vietnamese are required;
Knowledge of the other UN official working language is an asset.