Grants Operations Specialist

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Description

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Under the guidance and direct supervision of the Capacity Development and Grants Operations Manager, the Grants Operations Specialist guides the UN Trust Fund to EVAW (UNTF) Operations Team and fosters collaboration within the UNTF micro-teams with a client-oriented approach. The Grants Operations Specialist works in close collaboration with programme teams, 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, UN Women Regional Office and HQ staff and UNTF granteess to successfully deliver operations services.  

Key Functions and Accountabilities:

Manage the operations of the UN Trust Fund to EVAW:

• Support the Capacity Development and Grants Operations Manager to implement team workplans and monitor progress against performance benchmarks.
• Participate in review meetings and assess the managerial and operational capacities of grantees in collaboration with the grants programme team. 
• Manage business process mapping and establish internal standard operating procedures in all areas of the Operations Team’s and Unit’s functions. 
• Manage the implementation of corporate, budget, financial, procurement, and HR policies and systems and ensure adequate training of staff and project personnel on these issues. 
• Ensure a continuous and up-to-date flow of information between the UNTF and COs/MCOs/ROs and HQ. 
• Support the Capacity Development and Operations Manager in overseeing all operations activities, including finance, human resources, procurement, transport, IT, security, administration and ensure they follow UN Trust Fund and UN Women rules, regulations, policies and procedures. 
• Manage Finance and Programme associates  in the Operations Team, including finalizing performance plans and evaluation standards, conducting performance assessments and providing feedback and coaching.
•  Foster a collaborative and results-oriented team environment, promoting professional development and capacity building

Oversee planning, expenditure tracking and auditing of financial resources:

• Ensure the effective allocation and use of the UN Trust Fund Secretariat’s financial resources.
• Lead the preparation and implementation of the Secretariat’s budget in alignment with strategic priorities.
• Apply rigorous financial controls to uphold compliance with UN Women’s regulations.
• Provide inputs and support during the preparation of financial reports for stakeholders.
• Monitor adherence to the Internal Control Framework, Delegation of Authority, and other organizational policies

Manage the Financial and Operational Oversight of UNTF Grantee:

• Oversee the financial and operational management of UNTF grantees and the UNTF unit, ensuring accuracy, compliance, and alignment with grantee partner agreements.
• Review and provide feedback on applicant budgets prior to grant approval and assess completed NGO implementing partner forms for compliance.
• Manage grants operations by conducting timely reviews of advance and liquidation packages and ensuring accurate setup and maintenance in the Quantum system.
• Lead business process mapping efforts and establish comprehensive internal standard operating procedures for grants operations and financial management.
• Actively contribute to process optimization to improve grantee support mechanisms and strengthen accountability measures.
• Facilitate operational and financial training sessions for grantees to promote compliance, strengthen reporting standards, and build organizational capacity.
• Ensure risk management matrices for all relevant grantees are updated on time and in compliance with UNTF and UN Women guidance.
• Oversee the  impartial, risk-based audit cycles for grantees in collaboration with the Audit Finance Analyst as well as other audit requests received by the Unit.

Oversee information and communications technology (ICT) management:

• Oversee the implementation of ICT systems in collaboration with the Project Coordination Specialist. 
• Ensure staff have access to Quantum functionality for improved business results and improved client services. 
• Mange maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. 

Serve as the focal point for security issues and ensure safety and security of staff:

• Brief supervisor and UN Women personnel on security and safety 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. 
• Liaise and work closely with Country Security Specialist, Regional Security Specialists and Global Security Advisor across all UNTF Hubs. 
• Ensure that personnel request appropriate security clearance for travel. 
• Develop and maintain Business Continuity Plan. 

Support Knowledge Sharing and Inter-agency Collaboration:

• Participate in inter-agency operational initiatives to promote UN Women’s interests and enhance operational synergies.
• Facilitate the exchange of operational best practices and lessons learned across country offices.
• Contribute to the development of training and capacity-building resources for internal and external stakeholders.

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:

• At least 5 years of progressively responsible experience at the national or international level, in office management, operations or finance; 
• Experience in leading a team is required; 
• Experience in the financial management of grants is desirable:
• Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems, preferably Oracle Cloud is required; 
• Professional background in programming/ projects management is desirable. 
• Experience in the UN system is desirable. 

Languages:

• Fluency in English is required. 
• Knowledge of another official UN language is desirable French, Arabic, Chinese, Russian or Spanish.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/24167

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