Mahmoud Ali

1. Manage the Operations / Administration in the Regional Office:
· Provide advice and support to the Country Representative on operational issues.
· Develop the annual workplan for the Operations Team and oversee its implementation and monitoring.
· Participate in review meetings and assess the managerial and operational capacities of implementing partners in collaboration with the programme and technical team.
· Manage business process mapping and establish internal standard operating procedures in all areas of the operations team's functions.
· Manage the implementation of corporate, budget, financial, procurement, administration, 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 COs, RO and HQ.
· Oversee all operations activities, including administration, finance, human resources, procurement, transport, IT, security and ensure they follow the organization rules, regulations, policies and procedures.
· Manage staff in operations team, finalize performance plans and evaluation standards, conduct performance assessments, provide feedback and coaching.
· Serve as the focal point with MOFA and ensure the proper implementation of the Host Country Agreement.
2. Oversee planning, expenditure tracking and auditing of financial resources
· Ensure strategic and efficient management of office and programme financial resources.
· Exercise proper financial controls.
· Report locally and to HQ 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.
· Ensure the COs compliance with Internal Control Framework, Delegation of Authority and Segregation of Duties and Responsibilities.
3. Oversee / Provide Human Resources services to the Country Office
· Oversee recruitment processes, liaise with the RO / HQ and service providers as necessary.
· Oversee contracts, advise on appropriate contract modalities.
4. 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.
· Manage the preparation of procurement plans in the CO.
· Participate / chair in local & regional PRCs.
· Manage COs assets and liabilities and ensure proper inventory control.
5. Oversee information and communications technology (ICT) management
· Oversee the implementation of ICT systems.
· Ensure staff have access to ATLAS 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.
6. 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 organization visitors on security.
· Ensure full compliance with MOSS and MORSS procedures on security of staff and office premises.
· Ensure that personnel request appropriate security clearance for travel.
· Liaise with HQ-based Security Advisor or his / her designated staff member on all security matters.
· Develop and maintain Business Continuity Plan.
7. Participate in inter-agency activities
• Represent the Organization in inter-agency meetings and working groups on operations issues to ensure the Organization'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.
8. Contribute to knowledge sharing between the Country Office and RO
• Ensure knowledge is shared and adequately applied between the COs and RO in the region.

1) Operations management
· Manage and coordinate all operational support functions for UN Women programs in the Arab States including Finance, Human Resources, Procurement, Logistics and Security.
· Ensure that the policies, procedures and systems regarding operations services in the Regional Office are in compliance with UN Women institutional standards and approach, while at the same time taking into account the realities of working in the Arab States Region.
· Provide support to the overall management, coordination and planning for UN Women Regional office in Cairo including the relationship with local implementing partners.
· Lead, motivate and coach the operations team, facilitating the cultivation of appropriate skills to continuously enhance sound working relationships within the Office.
· Monitor the program implementation environment, including political development and human resources issues that may affect implementation of UN Women projects.
· Maintain a highly efficient and secure Office Services function with a strong focus on client service for both internal and external users.
2) Finance and Procurement management
· Ensure the UN Women Regional Office compliance with corporate procurement policies and procedures.
· Ensure the timely preparation and submission of all financial reports and documentation to the HQ Finance Team including monthly delivery worksheets, ensuring the correct allocation of costs to the program budget lines and reviewing the monthly fund transfer requests to HQ.
· Monitor program expenditures and utilization of funds; ensure compliance with UN Women Financial Procedures and Donor Rules and Regulations; responsible for updating financial forecasts and contribute to projects and/or budget revisions as required.
· Keep track of financial progress of the projects; analyze project expenses as required, underline budget deviations and provide analysis.
· Ensure internal control framework procedures are followed for all cash disbursement, receipts and transfers.
· Participate in country program planning and review meetings to advise on financial program planning and preparation and to determine operational and staffing trends/needs/plans resulting from new programs and business processes.
· Ensure timely availability of funds for UNICEF operations while minimizing financial risks. Safeguard the cost-effective use of resources by managing, monitoring, overseeing and reporting on the use of financial resources according to work plans, policies and guidelines. Take decisions/approve (as per delegated authority) transactions and disbursements of financial and administrative resources. Keep stakeholders informed to facilitate timely action to achieve results.
· Collaborate with audit/evaluation reports to provide answers and to follow to resolution observations and recommendations. Routinely monitor financial exception reports to assess unusual activities and transactions and investigate anomalies. Inform Representative and relevant CO/RO/HQ colleagues of results and any need for follow up action
· Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in policies and procedures.
3) Human Resources, Admin and Logistics management
· Ensure the UN Women Regional Office compliance with corporate human resources policies and strategies.
· Ensure optimal staffing of the office and projects.
· Ensure effective talent management, including recruitment, induction, and learning; ensure necessary human resources policies and procedures are in place and consistently applied across the UN Women Regional Office.
· Responsible for Regional programme adherence to and development of UN Women logistics policies, guidance, procedures and development.
· Ensure timely delivery of goods and services to the country programme.
· Ensure quality control and audit of the logistics functions.
· Ensure anti-corruption, transparency, and value for money focus in procedures and trainings.
· Guide (the Representative) to negotiate operational facilities and basic cooperation agreements with host government (e.g. contributions and cash assistance, customs, visas, protocol, security, privileges and immunities etc.). Maintain open and collaborative work relationship to facilitate agreements between UN Women and the government.
· Plan and implement all administrative needs and services (travel, transportation, logistics etc.), including office premises and maintenance, administrative/program equipment and supplies, communications and security arrangements ensuring a safe and healthy working environment for staff and cost effectiveness and compliance with guidelines and standards of ethics and accountability within the umbrella of the UN Reform
· Approve and/or recommend (to the Representative) the acquisition/procurement, safekeeping, inventory and disposal of assets. Supervise all processes ensuring compliance with policies, regulations and procedures and reporting standards and ethics.
Implement security and emergency preparedness plans in collaboration with UNDSS and UN inter-agency partners ensuring the complete protection of UN Women premises and assets and staff and their dependents. Conduct briefings so that staff members fully understand the emergency procedures and their own responsibility of BCP for their protection and that of their dependents.

Detail Assignment for Six Months, UN Women, Iraq Country Office, Erbil Duty Station.
Serve as acting Operations Manager and oversee all operation activities in the CO.

1) Lead the operations in the RO in accordance with UN Women rules, regulations, policies and strategies
- Lead the activities of the Operations Team, review the quality and timeliness of services provided by reference to corporate standards and by reference to standards/indicators established within the Office and Operations Unit;
- Carry out business processes mapping and establishment of internal standard operating procedures in Finance, Human Resources Management, Procurement, logistical, and ICT services;
- Ensure Office compliance of operations with UN/UN Women rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results;
- Lead the preparation for audit visits and work closely with the Regional Office and HQ on follow-up to audit recommendations and observations;
- Create and maintain office filing systems.
2) Oversee the work of the Finance Associate in budgetary and financial administration
- Ensure full compliance with UN Women rules and regulations of financial processes, and implementation of the effective internal control framework;
- Provide technical support to Office Management in the budgetary planning and monitoring;
- Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
- Perform Manager Level 1 role in Atlas for voucher and PO approvals;
- Monitor financial exception reports for unusual activities, transactions and ensure investigation of anomalies or unusual transactions;
- Ensure that all supporting documents on financial transactions are secured and properly filed.
3) Contribute technically to the provision of Human Resources services in accordance with UN Women rules and regulations and corporate policies and strategies
- Oversee and facilitate recruitment processes;
- Manage contracts, ensure appropriate use of different contractual modalities;
- Administer staff benefits and entitlements and ensure staff is advised on request on entitlements;
- Maintain and implement proper performance management and learning strategy for the office.
4) Contribute technically to procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies
- Implement effective internal control, proper functioning of a client-oriented procurement management system;
- Prepare procurement plans for the office and ensure their implementation monitoring;
- Review of procurement processes including submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement;
- Organize joint procurement processes for the UN Agencies in line with the UN reform;
- Ensure proper management of UN Women assets, facilities and logistical services;
- Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management systems, as required.
5) Facilitate knowledge building and knowledge sharing
- Contribute to knowledge building and sharing with regards to management and operations within the Office;
- Organize trainings for the operations/ projects staff on Operations related issues;
- Synthesize lessons learnt/best practices and sound contributions to relevant knowledge networks and communities of practices.

· Full administrative and logistical support to the SFW Programme.
· Full compliance of administrative activities with UN Women rules, regulations, policies and strategies.
· Provision of inputs to the RO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
· Preparation of administrative team results-oriented work plans.
· Efficient coordination and timely execution of travel arrangements.
· Performing a requester role in Atlas for preparation of e-requisitions for travel and other administrative and operational expenses.
· Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
· Organization of events, workshops, conferences and retreats.
· Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
· Coordination of transportation services, regular vehicle maintenance and insurance.
· Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
· Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
· Supervision of cleaning services.
· Ensuring provision of reliable registry services and efficient general information services.
· Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
· Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, and submission to RAMRC for review.
· Micro-purchasing · Recurrent payments.
· Organization and coordination of shipments and custom clearance as required.
· Coordination of assets management in the RO.
· Timely preparation and submission of periodic inventory reports.
· Coordination of the provision of reliable and quality office supplies.
· Training of staff on the administrative procedures.
· Briefing/debriefing of staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practice.

· Full compliance of administrative activities with UN Women rules, regulations, policies and strategies.
· Provision of inputs to the RO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
· Preparation of administrative team results-oriented work plans.
· Efficient coordination and timely execution of travel arrangements.
· Performing a requester role in Atlas for preparation of e-requisitions for travel and other administrative and operational expenses.
· Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
· Organization of events, workshops, conferences and retreats.
· Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
· Coordination of transportation services, regular vehicle maintenance and insurance.
· Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
· Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
· Supervision of cleaning services.
· Ensuring provision of reliable registry services and efficient general information services.
· Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
· Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, and submission to RAMRC for review.
· Micro-purchasing · Recurrent payments.
· Organization and coordination of shipments and custom clearance as required.
· Coordination of assets management in the RO.
· Timely preparation and submission of periodic inventory reports.
· Coordination of the provision of reliable and quality office supplies.
· Training of staff on the administrative procedures.
· Briefing/debriefing of staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practice.

- Utilize organizational skills to set up and manage very complex meeting and appointment calendars, make travel arrangements, facilitate conference calls and video conferences, and assist with coordinating and creating presentations.
- Ensure coordination of team meetings and events, communications and information.
- Prepare and submit expense reports for Executive Manager
- Effectively manage multiple tasks and projects, use independent judgment when making decisions and setting priorities.
- Establish and sustain strong ongoing relationships with business partners
- Excellent interpersonal skills and able to interact effectively with senior leadership, their direct reports, support staff, and a variety of outside vendors, and internal and external customers.
- Accepts, routes, and tracks work requests
- Coordinate processes for new employee work environment, include assignment, telephone and computer arrangement.
- Coordinate and monitor resource moves, adds, or changes reassignments
- Provide solutions to cell phones, computer hardware/software needs and problems
- Maintains and stocks department office supplies and equipment.
- Assumes liaison role between assigned unit and other MAA-IT Business units.
- Coordinate a heavy volume of domestic and international travel arrangements for the department. Understands preferences of supported staff, and proactively troubleshoots and addresses travel conflicts. Additionally, generates detailed itineraries, including arranging visitor offices and coordinating office support needs in satellite locations.
- Calendar & Meeting Management: Ensure appropriate time management (schedules prep time for important meetings, time to read emails, etc.); schedule and arrange meetings
- Comprehensive logistic support, coordination and set up of meetings, events, on/off sites, etc. Managing the process from start-up, arranging location and necessary equipment, prepare agenda and relevant information, make minutes and other relevant tasks
- Scan incoming e-mails for importance and meeting invitations
- General administrative support with little supervision. Other administrative duties as needed or requested including word processing, photocopying, scanning, faxing, uploading as needed or directed.
- Track and follow up on urgent and pending issues
- Edit & prepare presentations
- Maintain working knowledge of relevant policies and procedures and be prepared to provide information in this regard as required.
- Manage expense reporting; frequently prepare and submit complex expense reports
- Create legal documents from templates and coordinate approval process
- Research and produce reprints of publications and articles.
- Budget Management: Provides monthly update and tracking reports to manager
- Back-up support to other department admins as needed

- Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.
- Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
- Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
- Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Provides information by answering questions and requests.
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
- Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
- Contributes to team effort by accomplishing related results as needed.