The thrust of the UNAIDS Country Office (UCO) is to effectively contribute to the national AIDS response with high level policy, strategic guidance and technical support to scale up towards universal access to HIV prevention, treatment, care and support. In this regard the UNAIDS Country Office will be playing a high level policy driven role, providing intellectual and strategic leadership on AIDS, high quality technical support, promoting and advocating for sustained high level engagement of government and civil society.
In addition, the UNAIDS Country Office will continue to play an important role in facilitating the leveraging of Global Fund resources and monitoring grants performance by supporting the Country Coordinating Mechanism (CCM). As convener of the Joint UN Team on AIDS and a Secretariat of the UN Theme Group on AIDS, the Country Office will strive to ensure strategic relevance, coherence, simplification and harmonization of the Joint UN Support Plan to the National Strategic Plan and monitor its implementation.
Duties
Under the guidance and direct supervision of the UNAIDS Country Coordinator (UCC), the Operations Officer is responsible for the day-to-day running of the office, and for ensuring that the most effective financial and administrative systems are implemented and maintained.
The Operations Officer is in charge of the management of the operating budget and the Imprest account if any, the analysis of financial information and the production of financial reports. The incumbent will be responsible for the following:
1. Ensure the security, good functioning and management of the UNAIDS office
- The management of common premises and services arrangements with other UN agencies, especially UNDP and WFP
- Management, inventory control and the maintenance of office premises, equipment and transport
- The management of communications systems, pouch and mail delivery systems, etc
- Minimum Operating Security Standards (MOSS) compliance of the UNAIDS office
2. Budget management and control
- Assist the UCC in the preparation of biennial workplans and annual budgets, and monitor and report on implementation
- Prepare and monitor the annual operating budget of the UCO
3. Ensure that the operations of the UNAIDS office are efficient, of a high standard and fully compliant with UN standards and procedures
- Ensuring systems and procedures are in place and all staff are oriented and capable in their use
- Preparation and adjustment as required of annual office operations workplans and budgets
- Ensuring timely and accurate preparation and management of supply and service contracts and agreements
- Check the validity of all expenditure requests by ensuring adherence to UNAIDS rules and procedures, as well as availability of funds, before submitting to the authorized officers for approval
- Management and reporting on accounts
- Ensuring timely payments through RST Imprest, review bank reconciliations, petty cash counts and clear monthly Imprest returns by signature by authorized signatories
- Ensuring good information management systems and that all documentation is kept in order
- Record assets acquisitions and disposals in the assets register
- Oversee the disposal of assets and reconcile the assets register with the physical inventory records on an annual basis
- Managing staff training activities
- Administering the protocol and associated matters of the UNAIDS team
- Following upon audit and management improvement recommendations
4. Operations reporting
- Prepare periodic narrative and financial reports, conduct analyses of budget implementation and make recommendations to improve the efficiency and use of UCO resources
- Provide timely reports on the activities of the UNAIDS office. Synthesize information in tables, graphs and charts
5. Operations capacity building
- Monitor and assess the implementation of UNAIDS office operations and make recommendations as to which systems and procedures could be strengthened to improve efficiency and resource utilization
- As required, develop guidelines for improved systems and procedures and make recommendations to management on how the overall work and performance of the organization could be enhanced
6. Supervision
- Direct supervision of the Assistant (s) and Driver
7. Support
- Support the UCC and perform any other financial and administrative management duties as required
Requisites
- First university degree in business, public administration, finance, accounting or related fields
- Commitment to the AIDS response
- Integrity
- Respect for diversity
- Working in teams
- Communicating with impact
- Applying expertise
- Delivering results
- Driving change and innovation
- Being accountable
- Vision and strategic thinking
- Managing performance and resources
- Exercising sound judgement
- Building relationships and networks
- A minimum of one to two years of professional experience in the administration and financial management of private or international organizations
- Full proficiency in the use of standard office computer applications/software, applications relevant to management information and financial systems
- Experience and good knowledge of the UN system, UN administrative and financial procedures, rules and regulations
- Experience of UN operations at country level and familiarity with financial management tools and computer software packages (Desirable)
- Advanced knowledge of English with a good working knowledge of Portuguese
- A good knowledge of another UN language would be an asset (Desirable)
Notes
- Only short listed applicants will be contacted
- Kindly reference the source of this job post: emprego.co.mz
How to Apply
1. Documentation
- Cover Letter
- Curriculum Vitae
- References
2. Application