Operations Senior Manager

Job Description

Dutystation: Geneva, Switzerland

Functional responsibilities

Under the direct supervision of the CEO of the RBM Partnership to End Malaria, the Operations Senior Manager acts as an advisor to RBM Senior Management on all aspects of program support and administration/operations. This includes strategic operational management, within UNOPs rules and regulations, and assisting the CEO in the operationalization of RBM’s annual work plan. S/he leads program support management and operations function, ensuring effectiveness, compliance, and financial sustainability of the RBM Partnership’s operations, while ensuring optimum collaborations and coordination with the UNOPS Geneva support services.

S/he is operationally and strategically responsible for finance, grant management, human resources, logistics, and procurement for the RBM partnership and, in coordination with UNOPS, undertakes and oversees the administrative tasks necessary for the functioning of information systems and operations.

The role leads and supervises the program support and operations team, reporting directly to the CEO with secondary supervisory supervision from the Head of Strategy and Programs on the day to day activities of Operations.

Summary of key results:

1. Programme and Financial Management Support

2. Operational leadership and advisory

3. Team Management

1. Programme and Financial Management Support:

• Design, set up, and manage effective mechanisms for the disbursement of funds provided to RBM Secretariat in line with the policies, procedures, and guidelines approved by the Advisory Board/Steering Committee as well as UNOPS legal framework;

• Coordinate the development and monitoring of budgets and allocations relating to program activities as well as the operation of RBM Secretariat, and advise the CEO, the Head of Strategy and Programs, and other appropriate staff of progress and issues for which actions are required;

• Ensure the availability of required financial reports, including investigating anomalies to resolve problems, reporting or recommending any action required to relevant stakeholders;

• Provide input into the design and development of a monitoring and evaluation system to assess the timeliness, appropriateness, and outcomes of assistance provided under the hosted entity;

• Monitor RBM’s financial projections, take necessary action(s) and/or refer critical issues to the CEO and/or other stakeholders for action;

• Lead the preparation and presentation of the quarterly assurance meeting in direct collaboration with RBM Project Executive (the CEO) and the Geneva Project Management Office (PMO);

• Lead all aspects of the quarterly Finance Committee meetings in close collaboration with the Governance Officer, and oversee all financial and operational components of the Board meetings

• Manage the provision of grant support to diverse implementing partners of RBM, ensuring compliance with UNOPS policies and adherence to best practices;

• Ensure the availability of required financial reports, including investigating anomalies to resolve problems, reporting or recommending any action required to relevant stakeholders;

• Provide input into the design and development of a monitoring and evaluation system to assess the timeliness, appropriateness, and outcomes of assistance provided under RBM;

• Provide operational support and facilitate the work of the Advisory Board/Steering Committee, including the organization of Advisory Board/Steering Committee meetings;

• Assist the CEO with guidance and oversight of the RBM Secretariat, ensuring that the relevant HR, finance, grant, procurement, and other policies are applied and adhered to best practices;

• Provide administrative oversight of the RBM Secretariat;

• Facilitate the procurement of goods and services relating to activities to be provided under the RBM program, as well as the operation of the RBM Secretariat;

• Reinforce the RBM secretariat’s efforts in being compliant with respect to established, UNOPS policies/guidelines/procedures, and RBM plans/Standard Operating Procedures (SOP);

• Keep abreast of best practices that can increase the efficiency and effectiveness of RBM’s operations;

• Ensure and/or facilitate that audits are conducted, as required; and

• Perform other functions as necessary for the effective operation of RBM.

2. Operational leadership and advisory

• Advise and assist the CEO, from an operational perspective, in developing strategies, policies, processes, and opportunities for ensuring coherence amongst the various work streams and priorities of RBM;

• Support the CEO and the Head of Strategy and Programs with the development and implementation of the Secretariat’s work plan and collaborate with colleagues to identify the needs, determine cost, and plan all support services, including human resources, procurement, finance, travel, human resources and administrative services;

• Support the CEO in managing stakeholder relations from an operational perspective;

• Ensure effective operations are defined and maintained between the hosted entity operations team, UNOPS Geneva Office, and UNOPS headquarters;

• Ensure client service and satisfaction with operations, liaising with UNOPS Geneva Office, and UNOPS headquarters for required support as required;

• Lead on health, safety, security, and environmental (HSSE) matters to ensure they are integrated into all aspects of the operations and that related risks are managed effectively; and

• Monitor and supervise all aspects of operations to ensure compliance with corporate strategies, UNOPS rules, regulations, policies, and standards of accountability, ethics, and integrity, and achievement of results.

3. Team Management:

• Facilitate the engagement and provision of high-quality results and services of the team supervised through effective recruitment. work planning, performance management, and coaching. and promotion of learning and development.

• Organize, facilitate, and/or deliver training and learning initiatives for personnel on finance, grant management, procurement, and any other topics as per identified gaps

• Act as the general focal point between UNOPS and RBM on HR related matters and compliance to ensure smooth planning, performance management, recruitment, workforce planning, learning, culture, HR distribution costs and other HR related matters.

Education/Experience/Language requirements

• Advanced Degree or equivalent in Business Management or Business Administration or project management or related fields is required.

• A first-level university degree, in combination with over nine years’ qualifying experience, may be accepted in lieu of the advanced university degree required.

• CPA an asset

• Minimum of seven (7) years of professional-level experience in financial management services or operations management or administrative management or programme management is required.

• Experience covering budget and accounting with responsibility for budget management, project accounting and preparation of financial statements in an international organization is required.

• Field experience – especially in Africa or Asia, is an asset

• Knowledge of UN / UNOPS financial rules and regulations is an asset.

• Working knowledge of ERP is an asset.

• Experience with google suite, and financial management, using electronic systems are desired.

• Fluency in English is required.

Functional Competencies

• Proven conceptual analytical and evaluative skills and ability to conduct independent research and analysis, identifying issues, formulating options and making conclusions and recommendations. A complete in-depth grasp of financial principles and practices.

• Knowledge of project management, especially with regard to project start-ups, highly desirable.

• Ability to establish priorities and to plan, coordinate and monitor own work plan and those under his/her supervision.

• Solid computer skills including proficiency in Excel. Knowledge of other software applications (such as databases) and ERP would be desirable.

About the Organization

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.