Functional Title: Operations Officer
Contract Modality: Local Individual Contractor (LICA 9)
Project References:  

Building Climate Resiliency through Urban Plans and Design (BCRUPD)

Healthy Oceans and Clean Cities Initiative (HOCCI)

 

Duty Station: Metro Manila, Philippines
Duration: 04 January 2021 to 31 March 2021, extendable depending on funding availability and performance

 

  1. ORGANIZATIONAL SETTING: UN- HABITAT

The United Nations Human Settlements Programme (UN-Habitat) is the United Nations agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable communities, towns and cities with the goal of providing adequate shelter for all. In collaboration with governments, UN-Habitat is charged to promote and consolidate collaboration with all partners, including local authorities and private and non-government organizations in the implementation of the Sustainable Development Goals (SDGs), particularly Goal 11, which seeks to make cities and human settlements inclusive, safe, resilient and sustainable.  This is further elaborated in the New Urban Agenda. The UN-Habitat headquarters are based on Nairobi, Kenya. The Regional Office for Asia and the Pacific (ROAP), which oversees the Philippines operations, is based in Fukuoka, Japan.

By working at all levels and with all relevant stakeholders and partners, UN–Habitat contributes to linking policy development and capacity–building activities to promote cohesive and mutually reinforcing social, economic and environmental policies in national policies and programmes in human settlements which conform with international practices and covenants.

UN-Habitat established its country office in the Philippines in 2004 and runs national and city-level programmes.  The UN-Habitat Philippines Country Office (CO) positions itself as a strong policy adviser informed by well-grounded operational experience, harnessing its in-depth local knowledge, global expertise and international network of urban specialists, in the areas of urban planning and design, climate change adaptation and mitigation, urban legislation and governance and urban economy, in post-disaster community-driven recovery, reconstruction and resilience building in Eastern and Western Visayas, and in the climate change, urbanization and sustainable development nexus. The country office partners with national government departments and agencies, local authorities, a wide cross-section of non-governmental organizations (NGOs) and civil society groups, and the private sector. At the policy level, the country office supported the development of the Habitat III country report, the National Urban Development and Housing Framework, guidelines to strengthen the rationalized planning system, Local Shelter Planning and Local Climate Change Action Planning.

 

2.0      PROJECT BACKGROUND 

2.1      Building Climate Resiliency Through Urban Plans and Designs

The Asia-Pacific region is home to more than half of the global population and by 2018, half of the population in the region will be living in urban areas. In the face of this urban growth and development trends, cities in the region are faced with risks and vulnerabilities due to climate change. As countries and cities in the region are increasingly investing in measures towards improving their resilience, models to fully maximize the adaptation benefits of sustainable urban plans and designs must be developed to ensure that the region remains competitive and productive in a rapidly urbanizing world. Government institutions across Asia and the Pacific require strengthened adaptive capacities, especially on knowledge and policies, to aid in managing urban growth as pressures and opportunities due to climate change are experienced across levels of governance. These issues are reflected in the Philippines.

The Philippines has been identified as one of the countries which is extremely vulnerable to climate change, thus making climate change a serious development concern in the country.  Cities are especially vulnerable with as much as 70% located along the coasts. These urban settlements are exposed to worsening hydro-meteorological hazards that are attributed to climate change like sea level rise, stronger typhoons and storm surges. The regular flooding in cities is undermining infrastructure, hampering economic activity and impeding the delivery of services. This increases the vulnerability of the urban poor as well as new migrants who tend to live in informal settlements located in environmentally fragile and dangerous areas and who are without resources to bounce back when disaster strikes.

The project supports the Philippine government by providing technical assistance in improving policies, regulations, and capacities to adapt to climate change through the promotion of climate-responsive sustainable urban development plans and designs. In support of the National Climate Change Action Plan (NCCAP) and the National Framework Strategy on Climate Change (NFSCC), it will enhance national and subnational government representatives’ institutional capacities on climate adaptation in urban areas considering sustainable urbanization principles and practices as well as the growth prospects of urban areas in the country. The project will supplement existing urban planning guidelines and develop knowledge through policy inputs, capacity development interventions, and project finance linking. Demonstration of innovative urban planning and design approaches in five cities with different ecosystems will showcase contextualized processes and schemes on building urban resilience considering balanced economic and ecological sustainability in the face of rapid urbanization.

 

2.2      Healthy Oceans and Clean Cities Initiative (HOCCI)

The study Plastic Waste Inputs from Land into the Ocean estimated that around 275 million metric tons (MMT) of plastic waste was generated globally in 2010, wherein 4.8 to 12.7 MMT leaked into the oceans [Jambeck et al, 2015]. The study also found that the Philippines has become the world’s third largest source of marine litter even though it has among the highest trash collection rates in Southeast Asia. While the Philippines has yet to carry out its definitive baseline study, data from the National State-of-the-Brown Environment Report 2008- 2014 projected plastic waste generation to be about 1.75 MMT in the year 2020 [DENR, 2014]. Thus, national and local efforts have to be enhanced to prevent and reduce the amount, extent, and impacts of potential leakage into nature.

The Healthy Oceans and Clean Cities Initiative (HOCCI) aims to enable local governments and communities in the Philippines to reduce marine plastic pollution. This will be achieved through strengthened institutional capacity to support the operationalization and localization of the Philippines’ new National Plan of Action (NPOA) on Marine Litter and the development of improved data collection and waste management systems. Taking an integrated approach, the project operates at different levels: 1. At the city and community level, pilot initiatives are developed and tested, feeding into national, regional and global policies and practices; 2. At the national level, the new policy requires proof of concept and local implementation mechanisms which the project will contribute to, benefitting also from regional (ASEAN) and global practices and policies such as the Sustainable Development Goals (SDGs). To raise awareness and promote behavioral change within local communities to adopt a Reduce, Reuse, Recycle (3R) and circular economy approach, it also includes a comprehensive training and campaign component in partnership with cities, the private sector, the academe, and other stakeholder groups.

Implementation is planned from April 2020 to March 2021 specifically targeting six cities: Cagayan de Oro, Davao, Legazpi, Ormoc, Calapan, and Manila. In summary, the project is expected to contribute to the following accomplishments:

  • Enhanced governance mechanisms and capacities for NPOA localization and support for the vertical integration of the Marine Plastic Litter (MPL) response;
  • Improved technology, processes and systems in place for MPL reduction; and
  • Key stakeholders’ support of the accelerated reduction of MPL.

 

3.0      DUTIES AND RESPONSIBILITIES

The Operations Officer will oversee the overall financial, human resource and administrative operations of the country office and the projects under the country program. As part of the management team, she/he shall contribute to making important policy and strategic decisions, as well as the development and implementation of operational policies and procedures. Reporting directly to the Philippines Habitat Programme Manager (HPM), she/he shall work closely with the Project Coordinators/Managers (PC/PM) and the rest of the project team members to ensure that the finance, human resource and administrative policies and procedures of both UN-Habitat and the donors are adhered to.

 

The Operations  Officer will perform the following tasks and take the lead in the following activities:

 

Finance

Budget & Resource Management:

  1. Review and analyze data with respect to the finalization of cost estimates and budget proposals;
  2. Assist the substantive staff in the preparation of the new grants in Umoja, Agreements of Cooperation with the Implementing Partners in-line with UN-Habitat standards and systems;
  3. Prepare Financial Authorization Requests and Budget Revisions when necessary;
  4. Assist in the development of project proposals and work plan preparation particularly in determining appropriate financial and budgetary requirements
  5. Assist in developing the country office work program and budget; analyze inputs and formulate resource allocations by work program;
  6. Monitor budgets/work programs with respect to project budgets, grants and reallocates resources as necessary;
  7. Assist PC/PM in analyzing resource requirements for budget submissions and revisions;

 

Financial Analysis and Reporting:

  1. Monitor project expenditures according to the budget and the work plan from project initiation, implementation and until closure;
  2. Prepare donor financial reports;
  3. Collect data from relevant databases and prepare customized financial reports as necessary;
  4. Monitor and analyze financial aspects of the project development and implementation; review relevant documents and reports; identify problems and issues and consult with the PMO ROAP on proposed actions; liaise with relevant parties (ROAP, donor and partner agencies); identify and track follow-up actions;
  5. Draft correspondence/communication as appropriate to ensure smooth implementation of projects.

 

Finance, Accounting and Internal Audit:

  1. Review payment requests and ensure it is within the UN-Habitat and ROAP established procedures for country programmes/projects and ensure payment within local established financial/banking procedures.
  2. Liaise, monitor and follow-up the support services of ROAP and other relevant offices with regards to the financial aspects of the project;
  3. Advise local project staff and counterparts on financial management and promote awareness of financial budget toward project delivery;
  4. Analyze financial services needs to support operations and project implementation;
  5. Maintain accurate records of financial status of recruitments, sub-contracts and payments to monitor work plan delivery;
  6. Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions; ensure accuracy of supporting documents particularly donor requirements;
  7. Prepare and submit expenditure and programme budget status reports given the requirements of UN-Habitat and the project donors;
  8. Review and verify operational advance accounts to ensure appropriate balances. Investigate erroneous/invalid entries and take appropriate corrective accounting action;
  9. Review systems and internal controls ensuring promotion of optimal and soundest use of financial resources for project effective delivery, including project inventory and assets;
  10. Review administration of project procedures and ensure that effective controls (UN- compliant practices) are in place, update systems as required, collaborating with other staff members; ensure systems are used and monitoring controls are in place.

 

Human Resource

Recruitment and separation of personnel:

  1. Oversee the conduct of recruitment processes in a timely manner and according to UN-Habitat recruitment policies;
  2. Monitor the recruitment plan according to project/progamme workplan and

priorities;

  1. Contribute to the improvement of the current recruitment system and the maintenance of standards, skills inventory, interview procedures and protocols;
  2. Design, plan, monitor and provide induction and orientation program and briefing to new staff members/personnel;
  3. Facilitate the separation process of personnel.

 

Human Resource Development:

  1. Develop an HR and Administration information management system to make sure the records are maintained in accordance with project SOP and UN-Habitat HR file system;
  2. Supervise the Human Resources Associate to ensure all HR policies and processes are implemented accurately and in a timely manner following the UN standards and policies.
  3. Liaise with UNDP and other UN agencies, when appropriate, to ensure implementation of HR policies and processes according to UN standards.

 

Administration:

  1. Supervise the administration and logistics support provided to UN-Habitat personnel such as visa processing, travel and the like;
  2. Supervise the Operations Assistant to ensure all administrative, travel and HR policies and processes are implemented accurately and in a timely manner following the UN standards and policies.
  3. Liaise with UNDP and other UN agencies, when appropriate, to ensure implementation of administrative systems are consistent with UN wide rules and regulations (SSAFE, UN Training, etc)
  4. Represent the agency in the Operations Management Team (OMT) of the UN system in the Philippines;
  5. Serve as the Security Focal Point for the agency;

 

Others:

  1. Manage all communication related to operations;
  2. Provide information and advice to the Head of Agency/HPM and the senior managers on managerial, financial and administrative matters in relation to UN-Habitat policies and procedures, practices and UN Rules and Regulations;
  3. Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds;
  4. Review, record and prioritize purchasing requests and obtain additional information/ documentation as required; propose product substitutions consistent with requirements to achieve cost savings; determine the availability of funding sources;
  5. Review tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved;
  6. Monitor equipment lifecycle from delivery, use, maintenance, transfer and disposal including spare inventory;
  7. Perform other functions and duties as required.

 

4.0      QUALIFICATIONS

Education •       Advanced university degree (Master’s degree or equivalent) in business administration, finance, human resource management or related field. A first-level university degree in Accountancy, Finance or Business Administration or related field in combination with relevant experience may be accepted in lieu of the advanced university degree

•       Post graduate certification as a Chartered Accountant or Certified Public Accountant (CPA) is preferred

Experience and skills ·        A minimum of 3 years (if with Master’s degree or equivalent) or 10 years (if with first-level university degree of progressive experience in accounting, audit, programme or project operations/administration and development-related work within a multicultural environment

·        Previous experience in an international audit firm, UN or other international organizations is highly desirable

·        Good computer skills and knowledge of Enterprise Resource Planning (ERP) systems

·        Demonstrated knowledge of relevant computer software programmes (notably Word, Excel and PowerPoint)

·        Demonstrated expertise, knowledge and understanding in project / programme implementation

·        Knowledge of Umoja is an asset

·        Exceptional leadership and communication skills

Language Requirements ·        Fluency in both written and spoken English

 

5.0         CORE VALUES AND COMPETENCIES

CORE VALUES

  • Integrity Demonstrates the values of the United Nations in daily activities and behaviours. Acts without consideration of personal gain. Resists undue political pressure in decision making. Does not abuse power or authority. Stands by decisions that are in the Organization’s interest, even if they are unpopular. Takes prompt action in cases of unprofessional or unethical behaviour.

 

  • Professionalism – Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations.

 

  • Respect for Diversity – Works effectively with people from all backgrounds. Treats all people with dignity and respect. Treats men and women equally. Shows respect for and understanding of diverse points of view and demonstrates this understanding in daily work and decision-making. Examines own biases and behaviours to avoid stereotypical responses. Does not discriminate against any individual or group.

 

         COMPETENCIES

  • Professionalism: Ability to identify issues, analyze and participate in the resolution of human settlement issues/problems. Ability to conduct data collection using various methods. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
  • Communication: Speaks and writes clearly and effectively; exhibits interest in having two-way communication; demonstrates openness in sharing information and keeping people informed.
  • Client Orientation / Teamwork: Works collaboratively with colleagues to achieve organizational goals; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
  • Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

             

6.0         Reporting Arrangements and Coordination

The Operations  Officer will report to the Philippines HPM on a regular basis.

7.0         Duration

3 months, renewable

 

HOW TO APPLY 

Application should include:

 

  1. Cover memo (maximum 1 page) including expectations regarding remunerations;
  2. A completed UN Personal History Form (P-11) – Please download the form (MS-Word) from UN- Habitat ROAP web site: http://www.fukuoka.unhabitat.org/vacancy/index_en.html;

 

All applications should be addressed to and sent electronically vie e- mail to UN-Habitat’s Country Programme Manager, Christopher E. Rollo at cris.rollo@un.org copying the Knowledge Management and Communications Officer, Roanne Duran roanne.duran@un.org.

 

Please indicate in your e-mail subject: Operations Officer

 

Deadline for Applications is on or before 6 December 2020.

 

Please note that applications received after the closing date stated above will not be given consideration. Only short-listed candidates whose applications respond to the above criteria will be contacted. The salary will be determined according to the qualifications, skills and relevant experience of the selected candidate. Details and conditions of the contract will be communicated at the interview.

 

In line with UN-Habitat policy on gender equity, applications from female candidates are particularly encouraged.

 

Only shortlisted applicants will be contacted.

By applying to this post, you agree to UN-Habitat’s due diligence in securing highest standards of efficiency, competency and integrity from all its staff members. Candidates will not be considered for employment with United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse or if there are reasonable grounds to believe that the candidates have been involved in the commission of these acts.

UN-Habitat has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UN-Habitat also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo reference and background checks, and will be expected to adhere to these standards and principles.

UN-Habitat does not charge a fee at any stage of the recruitment process.

 

Last October 31, we celebrated #WorldCitiesDay with the theme Valuing Our Communities and Cities.
“On this World Cities Day, we need to recognize that communities must be at the center of designing their own long-term solution, and we must listen to them as their own ground experience will help us build resilience and equity in the future.” Ms. Maimunah Mohd Sharif, Executive Director, UN-Habitat
This message comes to life in the final video of our #UrbanOctober video series. Watch how the Maranaos in our Rebuilding Marawi project are front and center in rebuilding their homes, restoring livelihood, and promoting peace-building in the community.
Learn more: https://www.facebook.com/RebuildingMarawi