PRINCIPAL FUNCTIONS
RESPONSIBILITIES
Working under the supervision of the Director, Inspectorate Division (DOI), and in coordination with other INS Branch/Unit Heads, the post holder will be responsible for the following:
1. Plans, manages, monitors and controls the work programme and priorities of the Division
a. Plans and co-ordinates the execution of programmatic activities of the Inspectorate Division (INS), ensuring a fully integrated management of INS operational resources in liaison with other Divisions (VER, ICA, OSP, OIO, ADM, ERD); provides technical programme management advice and support to other Branches of the INS;
b. Conducts performance management of staff members to ensure the quality of delivery of programmes, projects, and individual objectives; defines learning objectives and ensures continuous professional development of staff;
c. Incorporates strategic vision into concrete action plans, identifies key performance indicators, developing monitoring and evaluation plan, and collecting relevant data; organizes regular meetings to review progress; prepares necessary reports for the DOI and the OPCW Senior Management;
d. Consults with other Inspectorate units, providing subject matter expertise for the programme, regarding the design, work plan, implementation, and monitoring and evaluation of the INS programmatic activities;
e. Ensures the implementation of Quality Assurance and Quality Control (QA/QC) within the Inspectorate through the preparation, and coordination with other Divisions as required, of the Inspectorate's Quality System (QS) Documentation related to the harmonised conduct of inspections, training, and other INS activities, in accordance with the CWC and other official guidance.
f. Plans and executes continuous improvements in INS processes and workflows.
2. Coordinates the INS Programme and Budget (P&B), performs the role of Certifying Officer (CO)
a. In close coordination with the DOI, the Budget and Finance Branch (BFB) and Verification Division (VER), coordinates the INS Programme and Budget (P&B) cycle and proposes actions plans, deliverables and activities;
b. Plans medium and long-term resource requirements; co-ordinates closely with the DOI and the Heads of other INS Branches in establishing a timeframe and calendar for the implementation of activities; co-ordinates input for TS reports and documents for the INS Division.
c. Performs the role of the INS Certifying Officer (CO) for inspection operational and non-operational costs, inspection and training travel related costs, training fees, SSAs, etc., overseeing and ensuring the effective implementation and timely delivery of all the components.
d. Direct analysis of medium and long-term staff and non-staff resources requirements for all Division activities; responsible for the preparation of INS financial and KPI performance reports;
e. Participate actively in the preparation and budgetary implementation of the INS training programme; assign inspectors to cross-divisional initiatives (operational support, training, outreach);
f. Authorises the reimbursement to the Member States for costs incurred by them during inspections and, when so required, requests further clarifications/supporting documentation prior to payment;
g. Provides substantive input to and approvers the requests for invoices to be sent by Budget and Finance Branch to Member States for inspection activities under Articles IV and V.
3. Under the delegated authority of the DOI, coordinates the INS Administration and Audit planning components
a. Coordinates with the Human Resource Branch (HRB), on items such as succession planning, including for INS specific activities such as Inspector Promotions and Inspector Rehiring Process, ensuring the INS annual and periodical learning and development plan.
b. Represents INS Division in matters related to the recruitment and promotion of inspectors; manages the financial aspects of inspectors under the Special Service Agreement (SSA) contract.
c. Coordinates with the OPCW Office of Internal Oversight on any planed internal and external audit processes, performs the duty of the focal point and follows-up on any audit recommendations.
4. Assists the DOI as a member of the INS management team.
a. Leads the work of the Branch in such a way that it contributes to promoting and ensuring coordinated and work planning and delivery across the division nurturing a joined up working culture and practices.
5. Undertakes any special duties and tasks as assigned.
a. Activities include assisting the DG/DDG/DOI on technical issues during their visits to a State Party(s).
RECRUITING PROFILE:
Education (Qualifications):
Essential: Advanced university degree (Master’s degree or equivalent) in public administration, business administration, engineering, programme/project management or related field. A first-level degree (Bachelor’s or equivalent) in the specified fields with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.
Desirable: Professional certification in programme and/or project management is desirable.
EXPERIENCE
Essential:
At least 10 years’ experience in programme administration, operations management, programme management, where at least 3 years are spent with management and leadership of a programme coordination management function. Ideally, the experience would have been gained in an international organisation, multi-stakeholder environment or multilateral institution involving:
a) Preparing strategies, formulating policies and negotiating agreements;
b) Managing the programmes in line with results-based principles;
c) Previous working experience within an international organisation would be an asset.
Desirable: Experience of bilateral technical assistance and capacity building programmes or capacity-building in the area of emergency response and preparedness.
SKILLS AND ABILITIES (KEY COMPETENCIES)
- Excellent and proven planning, organisational, coordination, negotiation and problem-solving skills;
- Strong analytical and conceptual skills in analysing and interpreting operational issues, assessing assistance needs and determining priorities, formulating options, and proposing and implementing solutions;
- Demonstrated experience developing and managing capacity-building and other assistance programs, including training, and in mobilising resources from donor states for such capacity-building programs;
- Political awareness and developed strategic thinking skills are critical for this post;
- Demonstrated leadership and management skills, achieve results, and learn lessons and manage knowledge; a capacity for people management, team building and staff development would be an asset;
- Excellent inter-personal and communication skills with demonstrated ability to apply tact and accuracy and to present information clearly and logically both in writing and verbally;
- Solid information technology skills including proficiency in Microsoft desktop packages;
- Knowledge of Results-Based Budgeting (RBB) or similar budgeting processes;
- Ability to ensure an effective work structure to maximise productivity and achieve section goals; ability to coordinate the work of others, forge collaboration with other work units, work to tight deadlines and handle multiple concurrent activities;
- Proven ability in establishing and maintaining effective working relationships with people of different national and cultural backgrounds.
Language Requirements: Written and spoken proficiency in English; a good knowledge of a second OPCW official language (Arabic, Chinese, French, Russian, and Spanish) is desirable.
