The Global Programme Operations unit (GPOU) provides high quality and efficient financial and administrative services to support IUCN project and programme delivery. These services include, amongst others, leading in financial planning, budget development, contracting (with donors, implementing partners and consultants), procurement, donor reporting, project audits and cost centre management. The unit is also responsible for administration and operations workflows, and for leading systems and processes initiatives that lead to greater operational efficiency in the areas of project finance and administration across the Secretariat. The Unit is also responsible for contributing to the financial stability of the organisation via full cost recovery on donor contracts.

MAIN RESPONSIBILITIES

The Head – Global Programme Operations Unit is responsible for the day-to-day management of the GPOU team and its 15-20 staff. The incumbent will lead the implementation of improvements to finance and administrative services for Programme Centres, Regions and Teams, as well as IUCN Commissions, that result in streamlining and standardization necessary for ensuring that integration of processes and systems delivers enhanced services. He/she will define and agree the service offering with the Chief Financial Officer, the Deputy Director General Programme and Centre Directors, as well as project managers and ensure that services are delivered efficiently and to a high standard, whilst ensuring compliance and consistency of application of relevant policies and procedures.

DUTIES AND RESPONSIBILITIES

1. Develop and agree the strategy of the GPOU with the Chief Financial Officer and Directors and define the scope of work accordingly.
2. Determine and agree the service offering and develop a Service Level Agreement in consultation with programme managers.
3. Set key performance indicators that are aligned with the Service Level Agreement, manage unit performance to ensure that service levels are achieved or exceeded.
4. Build relationships with programme managers and other stakeholders to ensure that services are focused, demand driven and that concerns are promptly addressed.
5. Ensure compliance with relevant IUCN procedures in areas, such as, project budgeting, cost recovery, procurement, time recording, contract management, thereby ensuring integrity of financial information and operational processes.
6. Provide fiduciary oversight over contract implementation – both donor contracts and implementing partner contracts – ensuring financial contractual conditions are met. Manage the control and processing of reports from implementing partners and grant making activities with donors such as GEF, GCF, EU etc.
7. Monitor project and cost centre budget performance and deficit risk and alert programme/ project managers accordingly.
8. Provide donor reporting services, including preparing and issuing complete and accurate financial reports in accordance with contractual requirements, invoicing and follow up of amounts due.
9. Ensure financial and technical/activity reports are consistent.
10. Provide technical expertise to programme managers and regional counterparts on major donor contracts; ensure donor requirements are reasonable and push back where necessary.
11. Manage and co-ordinate GPOU staff of worldwide to optimise the use of available resources, provide a consistent service, ensure full cost recovery consistently based upon donor rules.
12. Build skills and competencies of unit staff through coaching, training and by providing opportunities for development by exposing staff to new areas of work.
13. Lead and drive improvements in business processes and procedures in the areas of programme finance and administration.
14. Develop and maintain standard donor reporting templates, contract verification checklists and budget guidelines for use across the organisation.
15. Manage the budget of the unit, ensuring full cost recovery of the unit, whilst also ensuring value for money.
16. Take responsibility for the timely and accurate preparation of the project portfolio part of IUCN’s annual budget
17. Highlight and contribute to the mitigation of reputational and implementing risks in programme delivery via regular progress meetings with project managers and reviewing the projects in deficit reports
18. Ensure donor audits are completed on time, with no disallowed costs
19. Train and coach global programme managers in project financial management.
20. Participate in building capacity in regional and country offices in the areas of project/programme financial management.