Operations Officer

ILO

The recruitment process for National Officer positions is subject to specific local recruitment and eligibility criteria.

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • External candidates

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to [email protected].

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is K 534,346 ( Zambian Kwacha) yearly.

Organizational Setting

This position is located in Lusaka, finance work unit in the Country Office for Zambia, Malawi and Mozambique (CO- Lusaka). This work unit provides financial, administrative, IT and operational support and also participates UN joint activities and security function of the Office.

Main Purpose

As a team member, the incumbent provides professional services for the administration and delivery of a range of operational services for the Office from several of the following areas: finance, human resources, procurement, facilities and asset management, security, communications, information management and information technology (IT). Services are delivered in an efficient, effective and client-oriented manner and include the use of the enterprise resource planning (ERP) system. Work is governed by established rules, regulations, policies, procedures and guidelines.

The Operations Officer is responsible for leading strategic planning for ILO operations, setting of management targets, and out-sourced services. The Operations Officer advises the Director on course correction; cost effectiveness and creative responses to emerging complex challenges.  S/he is responsible for supervision and guidance of the ILO operations and administrative staff and ensuring cross-unit cooperation and coordination. Coordination with Regional Finance and administrative services and relevant HQ departments.

The position works under the supervision of Country Office Director for Zambia, Malawi and Zambia (CO-Lusaka). Day-to-day activities and actions require minimum supervision. Detailed instructions and guidance are provided for special assignments or the handling of unusual or complex matters. The official will supervise a Sr. Finance Assistant, Sr. Driver and an IT Assistant.

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to build and maintain effective working relationships, exchange information on issues related to service delivery, to analyse information and to follow up on outstanding clearance and pending administrative matters.

External contacts are primarily with banks, service providers, United Nations (UN) agencies and working groups, non-governmental organizations (NGOs) and other international organizations to exchange information and obtain assistance to ensure successful delivery of operational services.

Key Duties and Responsibilities

1. Provide professional services for the effective delivery of the Office’s operational services. Administer day-to-day operations from several of the following areas: finance, human resources, procurement, facilities and asset management, security, communications, information management, information technology (IT), ensuring full compliance with applicable standards.
2. Oversee and guide the work of staff in concerned operational areas. Supervise staff as applicable. Monitor and verify accuracy and appropriateness of administrative transactions processed by support staff. Act as certifying officer and approve actions in the enterprise resource planning (ERP) system.
3. Provide substantive support in the continuous analysis and monitoring of the resource situation (financial, human resources) of the Office. Provide regular management reports to support informed decision-making.
4. Assist in delivery of financial operations and accounting services covering responsibilities for accounts payable, accounts receivable, approval of payments through the Integrated Resource Information System (IRIS) financial module and accounts reconciliation, billing, monthly closing of accounts, forecasting, year-end closing of accounts. Provide support for preparation of the Programme and Budget proposals.
5. Assist in delivery of Finance operations and services.
6. Maintain liaison on daily administrative matters with local banks, insurance companies, government agencies, other UN agencies, etc. Participate in UN interagency meetings, working groups and joint initiatives on common system activities in the concerned operational areas such as implementation of the UN Reform and the Business Operations Strategy (BOS). Prepare information notes on key issues and developments and follow up as required.
7. Coordination and preparation of Procurement plans and review procurement requests against applicable standards and submit for clearance. Prepare standard solicitation documents. Provide administrative support to bidding processes. Prepare for approval purchase orders within delegated authority.
8. Keep abreast of changes to applicable standards, best practices and technologies in concerned occupational areas. Share knowledge and provide guidance to staff.
9. Monitor the efficiency and effectiveness of work methods and processes and make recommendations for improvements. Liaise closely with staff and managers to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
10. Conduct research and analyse data and information on a variety of operational related subjects. Prepare analytical reports to contribute to programme/project monitoring and provide inputs to reports and other communications.
11. Assist the Country Security Focal Point (CSFP) in ensuring the safety, security and well-being of officials and the security of premises and assets in accordance with United Nations security policies and procedures. Assist in the implementation of the security measures for all staff including the residences of international staff in accordance with applicable security policies and procedures. Act as Local Security Assistant and Fire Security Warden for the Office as required.
12. Supervise the work of support staff
13. Perform other relevant duties as required.

Minimum Requirements

Education

University degree (Bachelor’s or equivalent) in a field relevant to the job.

Equivalent work experience may be considered in lieu of a University degree in accordance with the table below.

Experience

Minimum of two years of professional work experience in a finance and administrative or operational area. Experience working with an enterprise resource planning (ERP) system, in particular finance modules and experience in donor funded projects and with the UN system or International NGOs is a strong advantage. Supervisory experience is required.

Languages

Excellent command of English and working knowledge of another national language of the duty station.

Knowledge and Competencies (technical/behavioural)

Good knowledge of principles and concepts related to the areas of operations (e.g. finance, HR, administration, procurement, etc.).
Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office.

Knowledge of methods and techniques for designing and assessing quality and efficiency of process execution.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

Ability to interpret and work within applicable rules, regulations, policies and procedures.
Ability to adapt quickly to new software and systems.
Analytical skills.
Good drafting skills.
Ability to maintain effective working relationships with key stakeholders.
A high degree of discretion with sense of responsibility in dealing with confidential matters.
Interpersonal skills, tact and diplomacy when dealing with others.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.

ONLY SHORTLISTED CANDIDATES WILL BE ACKNOWLEDGED.

To apply for this job please visit jobs.ilo.org.


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