UNICEF recruits 01 Operations Associate G6

Operations Associate G6 Fixed Term (LIBYA NATIONALS ONLY) # 48075 (520654)

Job Number: 520654 | Vacancy Link

Locations: Middle East and North Africa: Libya

Work Type : Fixed Term Appointment

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.

Job organizational context:

The Operations Associate position is attached to the Operations team in the Libya Office, a mid-size office, and is accountable for both specialized and procedural communications, and operational support services.

Purpose for the job:

Under the supervision of the Chief of Operations, the incumbent is accountable for both specialized and procedural communications, and provides managerial and technical support in the area of Operations with focus on Budget Monitoring, Office Planning and Project Management, Invoice Processing, and management of petty cash

III. Key functions, accountabilities and related duties/tasks

Budget Monitoring

 Monitors budgets and financial expenditures of the section, ensuring compliance with UNICEF rules and regulations; keeps supervisor informed and recommends actions for decision/follow up.

 Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.

 Prepares and maintains records, documents and control plans to support the monitoring of the Operations section’s budget implementation.

 Carries out transactions in VISION pertaining to grants for the Operations section, such as registering grant allotments and tracking expiring programme grants.

 Follow up on budget utilization and commitments for the various units in Operations

Office Planning & Project Management

 Ensures the availability of timely, complete and accurate information and data for preparing section work plans and plans for special projects when necessary.

 Undertakes basic research and performs comparative analysis of operations-related data.

 Monitors the implementation of workplans and special projects against established milestones and makes recommendations to improve performance (efficiency and effectiveness).

 Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

 Support/Follow up on key operations indicators in support of statutory requirements.

Communications & Workflow

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

 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.

 Act as the Operations’ section ECM focal point.

Calendar/Meetings/Correspondence Management

 Maintains the calendar, including leave and travel plans, and arranges meetings.

 Takes notes and draft minutes of meetings (as assigned by supervisor), ensuring accuracy, attention to detail and coherence.

Invoice Processing

 Responsible for collecting selected invoices within Operations and filing documents for approval and, thereafter supporting processing in VISION.

Attendance

 Maintains and updates a system which monitors the absence of staff within the operations section

IV. Impact of Results

The staff member is predominantly accountable for applying a broad range of specialized administrative rules and procedures in the coordination of the Operational support to the Operations team. Efficiently initiating, monitoring and ensuring the provision of services in support of Operations allows the professional staff of the organization to focus on substantive core work. This includes intense coordination with other units within Operations.

The Operations Associate will represent the supervisor in initiating, following up on and resolving issues pertaining to Operations-related requests. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.

V. Competencies and level of proficiency required (based on UNICEF Professional Competency Profiles)

Core Values

 Commitment

 Diversity and inclusion

 Integrity

Core competencies

 Communication (II)

 Working with people (II)

 Drive for results (II)

Functional Competencies:

 Analyzing (II)

 Learning and Researching (II)

 Planning and organizing (II)

 Following Instructions and Procedures (II)

VI. Skills

 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.

VII. Recruitment Qualifications

Education:

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

Experience:

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

Language Requirements:

Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

“UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations, 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.”

Closing Date Sat Apr 13 2019 21:55:00 GMT+0100 (Afr. centrale Ouest)