Operations Analyst, NOB

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 Lebanon supports the government to implement commitments to international normative standards on gender equality and women’s human rights. The Lebanon country office is working across the humanitarian-development-peace nexus, in alignment with the three development/ humanitarian frameworks in Lebanon 1) United Nations Sustainable Development Cooperation Framework (UNSDCF) 2023-2025 , 2) the Lebanon Response Plan (LRP) 2024, which is a two-year humanitarian-stabilization framework (2024-2025), with annual planning, and 3) the Lebanon Reform, Recovery and Reconstruction Framework (3RF).

UN Women Lebanon’s Strategic Note for 2023-2025 is based on the 2022 Common County Analysis (CCA) and closely aligned with the UNSDCF for Lebanon and focuses on three of the UNSDCF priority areas (People, Prosperity and Peace and Governance) and three of UN Women’s Strategic Plan impact areas:

• Governance and Participation in Public Life
• Women’s Economic Empowerment
• Women, Peace and Security and Humanitarian Action

Reporting to the Country Representative, the Operations Analyst serves as a member of the senior management team, with oversight responsibilities for all aspects of the Lebanon country office (LCO) 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.

Key Functions and Accountabilities

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 Committing Officer role in Quantum for voucher and PO approvals.
• Provide Human Resources services
• Coordinate and facilitate recruitment processes and contract management; liaise with the HQ and service providers as necessary.

3. 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;

4. 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.

5. 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.

6. 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 security and safety compliance with the UN and UN Women regulations and processes;
• 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.

7. 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.

8. 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.

9. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: 

The incumbent leads a team of 6 personnel, 2 FTA, 2 SCs and 2 UNVs. This may change in the future as the programme size/needs evolve.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

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: 

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.

Recruitment Qualifications

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:

• Minimum 2 years of extensive and progressively responsible experience in office management, operations or finance in a large international and/or corporate organization.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.
• Experience in leading a team is required.
• Experience in the use of a modern web-based ERP System, such as Oracle Cloud, is required.
• Experience of IPSAS or IFRS is required.
• Experience in the UN system is an asset.

Languages:

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

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.)