Operations Analyst

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.

Among the 10 UN Women offices present in West and Central Africa (WCARO), UN Women Senegal is based in Dakar, Senegal, and works with the government, civil society organizations (CSOs), other UN agencies and the private sector to help achieve gender equality and women's empowerment in Senegal.

In Sierra Leone, UN Women is recognized as a central stakeholder in advancing global norms and standards for gender equality and the empowerment of women. UN Women’s work in Sierra Leone started through UNIFEM in 2002. UN Women provides unique support to national gender machineries, cooperating with UN and public, private, and community-level non-UN institutions to empower women and advance gender.  

Women account for about 51% of the 7.9 million Sierra Leoneans, yet occupy less than 20% of elected positions, and own less than 17% of businesses. Women actively participate in the electioneering process as voters, campaign agents, political party activists, and candidates/aspirants, but their role is not reflected in the elective and appointive seats obtained. Currently, women represented only 13% of parliamentarians, 13% of Cabinet members and held 19% of local government positions. 

Sierra Leone made key strides in the promulgation of laws and policies relating to Sexual and Gender-Based violence, women’s leadership in public life and in peace and security, and their access to land. In line with the principle of Leaving No One Behind, UN Women makes deliberate efforts to develop partnerships which address the needs, demands and interests of women facing multiple and intersecting forms of discrimination, vulnerability and marginalization. The Agency’s portfolio in Sierra Leone includes the following flagship Programme Initiatives across the country: 

• Women’s Participation and Leadership in Governance and Politics. 
• Ending Violence Against Women. 
• Women in Peace, Security and Humanitarian Actions. 
• Women’s Economic Empowerment. 

Reporting to the Head of Office the Operations Analyst serves as a member of the senior management team, with oversight responsibilities for all aspects of the Senegal CO operations, this includes strategic financial and human resources management, efficient procurement and logistical services, security management, information and communications technology (ICT) and common services consistent with UN Women rules and regulations. The Operations Analyst additionally serves as a key advisor to the Country Representative on matters of organizational integrity with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

The Operations Analyst leads and guides the Country Office Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Analyst 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.

Duties and Responsibilities

1. Coordinate the operations in the Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies

• Provide professional expertise and technical support to the Country Representative on operational issues;
• Draft the annual workplan for the Operations Team 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 Team’s 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 Regional Office/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;
• Supervise operations personnel: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.

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 office and programme financial resources;
• Exercise proper financial controls;
• Report locally and to HQ in a timely manner 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 1 role in QUANTUM for voucher and PO approvals.

3. Provide Human Resources services

• Coordinate and facilitate recruitment processes and contract management; liaise with the HQ and service providers as necessary.

4. 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;
• Provide professional recommendations to the preparation of procurement plans;

5. Oversee fixed Assets and Leases Management

• Ensure proper management, safeguard, data integrity and inventory controls of UN Women office assets, facilities and logistical services
• Coordinate Asset verification activities in accordance with Asset Physical Verification Procedure
• Manage the leases and premises agreement in accordance with delegation of authority.
• Where applicable, coordinate proper common premise and services organization and management with other UN Agencies as applicable, including establishing memorandums of Understanding and maintenance.

6. Coordinate information and communications technology (ICT) management

• Oversee the implementation of ICT systems;
• Make professional recommendations and introduce new ICT systems which affect the productivity of the overall office staff performance.

7. 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;
• Provide professional recommendations to the Business Continuity Plan for the Country Office as necessary;
• Liaise with HQ-based Security Advisor or their designated staff member on all security matters.

8. Participate in inter-agency activities

• Participate in inter-agency meetings and working groups 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.

9. Contribute to knowledge sharing between the CO and RO

• Ensure knowledge is shared and adequately applied between the Country Office and other COs/MCOs in the region.

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

Language Requirements:

• Fluency in English is required
• Knowledge of French is desirable.

Application

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. 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.

In accordance with the UN Staff Regulation 4.5 (b) A temporary appointment does not carry any expectancy, legal or otherwise, of renewal. A temporary appointment shall not be converted to any other type of appointment. This temporary appointment is budgeted for a maximum term of 729 days.

Note

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.