Operations Associate, G-6, Brazzaville, Congo, #112166

Job Number: 528922 | Vacancy Link

Locations: Africa: Congo

Work Type : Fixed Term Appointment

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a childhood

Organizational Context

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does – in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life – in its social, political, economic, civic and cultural dimensions – her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens – addressing inequity – not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Strategic office context:

The UNICEF Congo Brazzaville Country office is a small-medium UNICEF Country office. The 2020-2024 Country Programme, signed between UNICEF and the Government of Republic of Congo, aims to promote the delivery of an integrated package of quality services for children and promote the education and protection of adolescents, using the life-cycle approach and supporting the equity focus included in the 2030 Agenda, namely, to leave no child behind and help the most disadvantaged first, in the particular context of the Republic of Congo as a Low Middle Income Country.

To meet Programme strategies and results, the office will need committed and creative professionals who want to make a lasting difference for Congolese children.

How can you make a difference?

Purpose for the job

Under the supervision and guidance of the supervisor, the Operations Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the Operations section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Key functions, accountabilities and related duties/tasks

Procurement

Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.

Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements.

Maintains up-to-date vendor lists, partners, and consultant rosters.

Communications & Workflow

Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.

Manages incoming and outgoing correspondence, e-mails and telephone calls.

Communicates routine and some non-routine information pertaining to the work of the team.

Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

Calendar/Meetings/Correspondence Management

Maintains office calendar and arranges meetings

Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

Events/Logistics

Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.

Arranges times through liaising with participants over availability.

Liaises with budget focal points and section over costs and needs.

Prepares background materials for participants and uploads cleared materials on the intranet.

Prepares and maintains agendas on meetings and events related to the work group commitments.

Travel

Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.

Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.

Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Monitors travel certification and report back to the team.

Invoice Processing

Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.

Uploads electronic files and verifies results to destination system.

Responds to client transaction status and other inquiries.

Supplies/Equipment

Supports management of administrative supplies, office equipment, and updating inventory of items.

Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

Arranges for the purchase and timely distribution of office supplies.

Attendance

Maintains and updates a system which monitors the absence of staff.

Impact of Results

In addition to the impact at the GS-6 level, a G-6 staff member is predominantly accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the team served. Efficiently initiating, monitoring and ensuring the provision of administrative services allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary staff and/or consultants.

Operations Associates represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings, workshops and conferences. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.

To qualify as an advocate for every child you will have:

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.

Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.

Language Requirements: Fluency in French and good working knowledge of English required. Knowledge of the local language of the duty station is considered as an asset.

For every Child, you demonstrate commitment

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:

Core Values

Care

Respect

Integrity

Trust

Accountability

Core competencies

Communication (II)

Working with people (II)

Drive for results (II)

Functional Competencies

Analyzing (II)

Applying technical expertise (II)

Planning and organizing (II)

Following Instructions and Procedures (II)

The skills required for this post are:

Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.

In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.

Organizational, planning and prioritizing skills and abilities.

Ability to deal patiently and tactfully with visitors.

High sense of confidentiality, initiative and good judgment.

Ability to work effectively with people of different national and cultural background.

Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

View our competency framework at http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Closing Date Sat Jan 18 2020 23:55:00 GMT+0100 (Afr. centrale Ouest)