Application closing date: 29 May 2019
Background Information – Job-specific
The ongoing conflict in Yemen has resulted in wide-spread humanitarian crisis, and has left at least 80 per cent of the population (21.1 million people) in need of assistance as of 2017. The impediments on commercial imports to Yemen have led to a severe lack of basic items including food and fuel.
In order to address the dire humanitarian situation in Yemen, the restoration of the unimpeded free-flow of commercial goods to areas of the country not under the control of the Government is essential. The United Nations Security Council resolution 2216 (2015) decided Member States shall take necessary measures to prevent the direct or indirect supply, sale or transfer from or through their territories or by their nationals, or using their flag vessels or aircraft, of arms and related materiel of all types, including weapons and ammunition, military vehicles and equipment, paramilitary equipment, and spare parts for the aforementioned.
In order to facilitate the unimpeded free-flow of basic commercial items to Yemen’s Red Sea ports , the Government of Yemen requested the UN to provide a verification and inspection mechanism to ensure commercial cargo entering Yemen’s territorial waters is compliant with UNSCR 2216 (2015).
The United Nations Office for Project Services (UNOPS) has established, operationalized and managed the United Nations Verification and Inspection Mechanism (UNVIM) since January 2016. As of October 2017 UNVIM issued clearances to more than 612 vessels discharging over 10.7 million metric tonnes of commercial cargo to Yemen’s Red Sea ports of Hodeidah, Saleef and Ras Isa.
 Yemen: Humanitarian Emergency Situation Report No. 16 (UN Office for Coordination of Humanitarian Affairs, 20 July 2015), http://reliefweb.int/report/yemen/yemen-humanitarian-emergency-situation-report-no-16-20-july-2015
A: In accordance with the UNVIM guidelines, the incumbent will lead the document verification process(desk review) of the clearance requests submitted to UNVIM in order to facilitate the provision of a certificate of clearance for legitimate commercial imports and humanitarian cargo destined to the Yemen Red Sea Ports while ensuring compliance with the United Nations Security Council Resolution 2216 (2015).
- Creates a case file on the internal database for all received clearance requests.
- Ensures the verification process of the clearance requests is conducted in a timely and efficient manner.
- Assesses, analyses and investigates the clearance requests and request for supporting documents where necessary.
- Conducts internal discussions and consultations with Coordination Officers, Monitors, Inspectors and other UNVIM staff to obtain a consensus on requests and resolves any discrepancies before the request is cleared for further processing.
- Ensures the cargo does not contain any prohibited items as per UNSCR 2216 (2015) and as declared by the requesting entity.
- Categorises the cargo list into Food, humanitarian cargo and suspected cargo if required.
B: In accordance with the UNVIM guidelines, represents UNVIM during the monitoring, screening, inspection, seizure and disposal processes of containerized, bulk or break bulk cargo destined to Yemen’s Red Sea Ports in international waters or trans-shipment ports.
- Works with importers, traders and port authorities to process container screening and inspections are compliant with UN and Government of Yemen guidelines.
- Monitors the screening and inspection process of suspected items in trans-shipment ports as outlined in UNSCR 2216(2015).
- Ensures that the relevant sections of the database are populated properly
- Prepares monitoring and inspection reports as per the reporting templates and provide them to the Coordination Officers for onward perusal.
C: In accordance with the UNVIM guidelines, oversee primary and secondary inspections of vessels and cargo in international waters or designated regional trans-shipment ports respectively.
- Verifies relevant information and documents from relevant UNVIM colleagues or database sources.
- Coordinates the inspection planning dates, times and procedures with internal and external entities.
- Ensures the inspection of the vessel, cargo and crew is conducted according to UN guidelines.
- Engages shipping entities and port authorities to obtain relevant documents.
- Drafts inspection reports listing the conclusions of the inspection for the UN Security Council.
Impact of Results
Facilitates the unimpeded free-flow of commercial items to areas of Yemen not under the control of the Government of Yemen and ensure all shipments are compliant with UNSCR 2216 (2015).
- Master’s degree or equivalent in Business Administration, logistics, procurement, security, Maritime Affairs or related fields.
- A first-level university degree in combination with an additional 2 years of experience may be accepted in lieu of the advanced university degree.
- At least 5 years of relevant professional experience in supply chain, logistics, security or related fields.
- Experience in Monitoring of commercial shipments will be an asset
- Experience in computers and office software packages (MS Office, Excel, etc.).
- English fluency in speaking, writing and reading. Knowledge of Arabic is an asset.
Travel & Events Assistant
Application closing date: 2 June 2019
Location: Flexible, home based, – UK, Kenya or India
Contract type: Permanent, full time with flexibility
Reporting to: Senior Global HR & Operations Manager
Line manager for: None
The Travel & Events Assistant is a central resource for the Secretariat, with a focus on supporting the Alliance Programme team and members, providing administrative and travel logistics support for member events and meetings, and ensuring travel security measures are adhered to.
Scope and Limits of Authority:
The post holder is expected to organise their own day-to-day activities according to the overall priorities and timescales set, and to exercise sound judgement in many critical decision-making areas.
- Purchase delegation of £5,000; invoice approval delegation of £10,000
Member & Alliance Programme team travel logistics
- Supporting Alliance Programme colleagues in managing all aspects of team and member travel including sourcing flights and accommodation, liaising with travel agents, supporting visa applications, personal requirements
- Ensuring that the necessary authorisation and travel security procedures are adhered to, including risk analysis of destinations and supporting colleagues to complete travel risk assessments with members
- Processing travel invoices for payment
- Ensuring travellers’ personal needs are met including dietary requirements
- Supporting travellers during travel with ad-hoc issues
- Supporting members with ‘grant’ processes for travel expenses
- Supporting travellers with travel insurance claims
Member event & meeting planning & logistics
- Supporting Alliance Programme colleagues in managing all aspects of arranging in-country meetings and travel schedules for the visiting staff/members
- Supporting the event planning for face to face member events including:
- Researching venues and venue selection
- Booking and arranging requirements with the venue
- Travel logistics (as above)
- Supporting content and schedule planning
- Sourcing and supply of equipment
- Organising interpretation/translation
- Arranging printing and delivery of materials
- Onsite event support (if attendance is required)
- Supporting the event logistics arrangements of the bi-annual Forum and General Meeting, working closely with the outsourced events management company to support all aspects as above, from the pre-planning stage to delivery
- Completing the event wrap up including de-briefing with event managers, checking in on attendees, making sure all expenses are claimed, materials and equipment are returned, and that payments go through on time etc.
General administration and travel logistics support
- Supporting colleagues with efficient communication and the provision of administrative and logistics support across the Alliance, including the Board as well as the wider Secretariat.
- Undertaking any other reasonable duties as required to support effective administration across the Secretariat and wider Alliance
Education, qualifications, knowledge and experience
- Educated to UK A level (international Level 3) or equivalent qualification or experience
- Direct experience of arranging complex international travel schedules and booking trips for multiple travellers and individuals
- Experience of supporting safe travel to insecure locations
- Direct experience of making arrangements for large events in different countries
- Strong administration experience including supporting invoice/expense processing
- Experience of effective communication at all levels across an organisation
- Experience of operating in an organisation in which a facilitative and consultative style of working is appropriate
- Experience of working in a multicultural setting, demonstrating understanding of working internationally
- Experience of working remotely or with remote-working colleagues and of working as part of an international team
- Experience of working within a network organisation
- Experience of working with Google Apps
Skills and personal attributes Role specific skills
- Attention to detail
- Ability to build strong working relationships with people from different cultures and with different levels of experience of international travel
- Excellent prioritisation and time management skills, having used different time management tools and software would be advantageous
The following skills and personal attributes are expected of all staff:
- Flexible and adaptable; willing to contribute to other streams of work and across teams
- Bringing a results focused, open and collaborative way of working to all you do to include agility, flexibility and a ‘can do’ mentality, supporting colleagues to thrive in a remote working environment.
- Highly skilled communicator, in different formats, capable of working across languages and cultures with a high level of fluency in English (using translation and interpretation support as relevant)
- Flexibility to work outside typical working hours and days and across time zones, including where needed the possibility to work up to two hours per day between 9am and 12.30pm UK time
- Highly organised and self-motivated, able to manage and deliver on multiple concurrent task
- Competent IT proficiency across a range of packages, able to learn quickly and troubleshoot problems independently
- Ability to use initiative and work without close supervision, working both as part of a team and as an individual
- Excellent command of English (oral and written) is a must, but working knowledge of Spanish, Portuguese, Russian, Arabic or French is appreciated to broaden the range of language skills within the Secretariat
This role requires travel
- Infrequent travel – limited to one-two weeks per year for team/Secretariat meetings including the January all staff Planning Week (maybe international depending on home location)
- Travel and attendance at the bi-annual Forum (usually one week in September)
We offer a flexible working environment with generous benefits to support your work and personal life:
- Flexible and family-friendly employment policies which support your work life balance
- 36 days annual leave (including bank and public holidays, and including up to six days between Christmas and New Year). This is pro-rated for part time staff.
- Support to establish a home working environment including provision of IT equipment and contribution to costs of using a co-working space
- TOIL for additional hours worked beyond a full time week (of 35 hours)
- 7.5% matching pension contribution (or cash allowance)
- Life assurance (up to 3 times salary)
- A generous training budget and study leave days to help you develop to your full potential
- Enhanced sick pay and maternity pay
Operations Analyst, UN Women CO Kazakhstan – Nur-Sultan
Application closing date: 9 June 2019
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.
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 Kazakhstan CO 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.
Duties and Responsibilities
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;
- Supervisor operations staff: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.
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 2 role in ATLAS for voucher and PO approvals.
Provide Human Resources services:
- Coordinate recruitment processes and contract management; liaise with the HQ and service providers as necessary.
- Oversee contracts; advise on appropriate contract modalities in consultation with the HR Business Partner for the region.
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;
- Ensure proper inventory control of assets and liabilities.
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.
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 compliance with MOSS and MORSS procedures on security of staff and office premises;
- Provide professional recommendations to the Business Continuity Plan for the Country Office as necessary;
- Liaise with HQ-based Security Advisor or his/her designated staff member on all security matters.
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.
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.
Key performance indicators:
- All services are provided in compliance with UN Women rules, regulations and policies;
- Finances are properly identified and in a timely manner;
- Timely and accurate implementation of HR and procurement contracts;
- Office has a reliable ICT infrastructure environment;
- Safety and security systems are functioning effectively.
Required Skills and Experience
Education and certification:
Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
- At least 2 years of progressively responsible experience at the national or international level, in office management, operations or finance;
- Experience leading a team;
- Experience in working in a computer environment using multiple office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft;
- Experience of accrual accounting, IPSAS or IFRS is an asset;
- Professional background in programming/ projects management is an asset.
- Fluency in English and Russian is required;
- Knowledge of Kazakh is an asset;
- Knowledge of the other UN official working language is an asset.