The PSP Operations Officer will support the respective PSP Region in the implementation of a variety of tasks related to planning, reporting, income recording, strategy, finance, admin, capacity building, administrative HR processes and procurement and will ensure that all processes are set up efficiently and in line with the existing policies and procedures. S/he will provide advice and recommendations to all stakeholders on the application of policies and procedures related to these areas to ensure compliance. Furthermore, it is in the incumbent¿s scope of work to support the overall coordination of the tasks within PSP Region and with non-PSP stakeholders as needed. Working closely with HQ and other internal stakeholders, it is the responsibility of the PSP Operations Officer to monitor income and expenses, and to ensure healthy expenditure across all operations while providing the necessary support to colleagues in meeting targets.

Duties

• Maintain oversight of admin, HR (administrative processes only) and finance functions in the region for the purpose of servicing PSP unit efficiently and within UNHCR rules and procedures.
• Lead the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
• Act as the first point of contact for HQ and non-PSP stakeholders within the region.
• Ensure best practices and procedures for financial and administrative management and office management are adhered to and assist in organizing and securing training, providing advice and implementing change when required.
• Lead the income recording process for the respective PSP Region in coordination with HQ and ensure income is properly recorded, reported and reflected in PSP¿s financial systems.
• Maximise income flow and ensure minimal interruptions or blockages for the receipt of income from the region, with attention to local regulations and fundraising rules under the respective AOR.
• Regularly explore innovative ways for maximising income from the region.
• Work with offices to maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports.
• Lead the recruitment and appointment process for international category staff in the region and supervise the administrative formalities concerning hiring of staff/UNOPS/Contractors/Consultants.
• Maintain oversight with all administrative tasks related to staffing and provide advice on personnel and administrative policies and procedures.
• Support PSP region/unit with all procurement processes to ensure compliance with UNHCR regulations, rules and procedures, while occupying the role of focal point for HQ support function in this regard.
• Support budget holders in the region with securing suppliers and resources efficiently in order to meet operational needs and targets.
• Prepare the PSP annual budget and financial plans for all operations according to the budget formats provided by the Global Operations Section in Copenhagen.
• Work with country focal points to ensure a sound strategy is submitted in the annual plans that is compliant with PSP global strategy and goals, and support with the adherence of each strategy throughout the year.
• Lead on the annual staffing, ABOD and operations budget of the respective PSP region.
• Monitor overall income and expenses for the respective PSP Region and prepare the annual and quarterly, PSP reports.
• Ensure optimum expenditure of budgets within respective PSP Region and reallocate (or request) funds as necessary throughout the year.
• Collaborate with the Chief of the respective PSP Region in organizing workshops and meetings.
• Support the Chief of the respective PSP Region with preparation of other reports and presentations for senior level staff and other stakeholders.
• Explore capacity building opportunities and support activities of all staff in the respective PSP region.
• Monitor mission travel of staff and maintain oversight to ensure efficient use of resources.
• Advise and assist PSP staff in the region of office management and other support tasks as required.
• Ensure uninterrupted flow of information and collaboration across the PSP region through the use of platforms such as SharePoint, and as the owner of the SharePoint team site for the respective PSP Region /
• Offices to ensure the efficient and optimal use of the platform.
• Assist in the management of a multicountry PSP support team.
• Act under minimal supervision and exercise judgement as to when issues or opportunities need escalating.
• Work closely with the Chief of the respective PSP Region on maintaining overall harmony within the growing team, and identify opportunities for improving workflow, workspace and working environment.
• Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

• For P3/NOC 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree
• Field(s) of Education Social Sciences Communications International Relations or other relevant field.

Relevant Job Experience

Essential

• Proven relevant experience in more than one of the following areas: planning, reporting, finance, budget, management, organisation and procurement.
• Ability to come up with innovative and creative solutions to operational challenges.
• Ability to support, identify capacity building opportunities of PSP staff in region.
• Ability to work well under pressure on multiple tasks simultaneously, establish priorities and deliver quality output in a most time-efficient manger in support of PSP region/unit.
• Proven understanding of fundraising programs and their requirements.