Operations Officer (Budget and Finance, Human Resources and Procurement)

MAY 26, 2016

Deadline (Midnight Rome Time): 10 June, 2016
Reference Number: INT/2016-265/02

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the authority and the direct supervision of the Regional Representative of ICCROM in the Arab States and Director of ICCROM-ATHAR Regional Conservation based in Sharjah (UAE), the incumbent will be engaged in all administrative and operational matters of the Centre, including human resources management, financial and office management, as well as procurement, with the aim to contribute to the execution of ICCROM-ATHAR programme objectives, in line with ICCROM’s rules and regulations.

To this end, the incumbent of this post will:

  1. Assist the Regional Representative of ICCROM in the Arab States and Director of ICCROM-ATHAR Regional Conservation Centre in Sharjah and the Chief Management Office at Head Officer in Rome, Italy, in ensuring effective operational management of the ICCROM-ATHAR Centre’s finance, human resources administration, procurement, logistical and ICT services, in line with ICCROM’s Rules and Regulations.
  2. Ensure a continuous and up-to-date flow of information between the Regional Office and the Head Office.  Under the guidance of the Chief Management Officer in Rome ensure continuous interaction and alignment of administrative and management procedures implementation in the Regional Office.
  3. Oversee the planning, expenditure tracking and auditing of financial resources in accordance with ICCROM rules and regulations and policies and strategies:
    • Provide professional expertise and technical support to the management of office and programme financial resources while exercising proper financial controls;
    • Report both to Director locally and to Chief Management Officer in Rome in a timely manner on established structures and processes; seek advice from Head Office administrative and accounting staff when necessary;
    • Monitor project resources to facilitate timely disbursement of funds, including all direct payments from the project;
    • Assist with processing invoices and reimbursements in coordination with the Head Office;
    • Ensure project financial and administrative records are up to date and accurate, including through day-to-day follow-up with the Head Office;
    • Maintain an accurate database of information on all financial transactions and disbursements records of the grants managed by ICCROM-ATHAR;
    • Help prepare budget reports for the Consultative Board of the Centre, and other statutory or management meetings;
    • Assist the Director in the publication of financial reports for the Centre.
  4. Contribute technically to the provision of Human Resources services in accordance with ICCROM rules and regulations and corporate policies and strategies:
    • Provide professional expertise and technical support to recruitment processes and contract management in close communication with the Chief Management Officer; liaise with the Head Office administrative staff as necessary;
    • Keep records of staff attendance, leave and records of staff absence, according ICCROM’s Rules and Regulations.
  5. Oversee procurement processes in accordance with ICCROM rules and regulations and corporate policies and strategies:
    • Manage the provision of goods and services for the Regional Office 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 project procurement responsibilities including the management of vendor relationships;
  6. Ensure proper inventory control of assets and liabilities at the Centre (including keeping a registrar of equipment, furniture and library books), in line with ICCROM management procedures and rules, and in close coordination with the Head Office.
  7. Assist in other administrative duties, including preparation of various forms of communication for distribution (meeting agenda, presentations, supporting documents, etc) to appropriate parties, coordination and organization of events, coordination of special projects and other duties as assigned.
  8. Undertake any other duties commensurate with duties of the post as requested by the Director of the Centre.
  9. Other tasks:
    • Represent ICCROM-ATHAR when requested in meetings with UN Offices and Government institutions in the UAE, as well as other programme or business partners.
    • At least on a weekly basis, report on all administrative and operational activities and issues, identifying potential problems and proposing adequate solutions.
    • Ensure the provision of key documents and reports relevant to the post.
    • Willingness to participate actively to the implementation of ICCROM’s new financial management information system (SAP) as well as other required management information systems projects.
    • Willingness to travel and work long hours when necessary.

REQUIRED QUALIFICATIONS

Education

  • Advanced university degree (Master’s degree or equivalent degree) in Business Administration or Management, in particular in areas linked to this post (budget and finance). A first-level university degree in combination with at least five additional years of qualifying experience may be accepted in lieu of the advanced university degree.
  • Other degrees or medium-term training in disciplines relevant to the post, are desirable.

Work Experience

  • A minimum of five years progressively responsible relevant professional experience at the appropriate level, preferably within international, intergovernmental, government, or specialized institutions/organizations, are required.
  • Advanced level assignments at the international level and/or in intergovernmental organizations are desirable.
  • Knowledge of the United Nations common system an asset.
  • Professional experience gained in multicultural environments.

Skills/ Competencies

  • Knowledge of and commitment to ICCROM’s mandate, vision, strategic direction and priorities.
  • Capacity to provide leadership in the field of expertise is required for the post, particularly on budget and finance matters, including in grants management, as well as ability to build trust and work within a team in a multicultural environment, with sensitivity and respect for diversity.
  • Highly developed organizational skills, including establishing plans and priorities, as well as implementing them effectively.
  • Flexibility of approach, and ability to work under pressure to meet tight deadlines, and demonstrated ability to function efficiently.
  • Ability to communicate effectively verbally and in writing, in both English and Arabic. Excellent drafting skills are a must.
  • Ability of coordination of relatively complex scheduling, researching and logistical arrangements in compliance with accepted practice and procedure, all within strict time constraints.
  • Demonstrated advanced level of IT skills: Microsoft Office (particularly advanced Excel), Access, SAP, BI/BO and/or other similar management systems.
  • Sound judgment, intellectual and analytical capacities, high sense of objectivity and professional integrity, diplomacy, tact and political astuteness.
  • Ability to build, maintain and enhance working relations with national/ local authorities, cultural institutions and relevant intergovernmental, non-governmental and private sector organizations.
  • Ability to adapt to change processes at the management level, and familiarity with the administration of an intergovernmental organization accountable to governing bodies.
  • Capacity to build collaborative institutional relations, financial partnerships and networks in the UAE.
  • Represent the organisation with its financial partners and its institutional partner in a professional manner.
  • Proven skills and experience in dealing with complex and challenging multi-stakeholder initiatives that require tact, diplomacy and an awareness of political sensitivities.

Languages

  • Excellent knowledge and superior drafting skills in Arabic and in English are an absolute requirement.
  • Knowledge of the other language of the organization (French) is highly desirable.

Applications in English only are to be sent no later than Friday 10 June 2016 to: recruitment@iccrom.org

 

Elements to be included are the following:

•   Cover letter addressing relevant experience

•   Current CV

•   P11 Form (click to download)