The Operations Associate is responsible for executing administrative tasks for the respective sections within the Division of Human Resources in New York HQ and Istanbul Turkey offices, requiring knowledge of UNICEF administrative procedures, processes, and policies. The job is accountable for specialized and procedural communications, operational and administrative support services.
Summary of key functions/accountabilities:
Monitors budgets and financial expenditures of the Division, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on 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 for the budget monitoring of project/ programme implementation.
Facilitates the processing of contracts and Long Term Agreements for consultants and external partners that provide a service to the division. This includes communicating with consultants in gathering documentation and certifications, preparing and filing documents, creating contracts in VISION, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. Act as a liaison between the Sections and Operations team and GSSC / IT when required.
Provide support pertaining to the Supply procedures and activities, including on RFP, RFP and LTA processes
Guides sections on policy and procedures, SOPs, and best ways to manage the contracts
Provides travel assistance to staff and consultants 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.
Monitors travel certification and reports back to the team.
Responsible for collecting invoices and filing documents for approval, thereafter, processing through Service Gateway
Uploads electronic files and verifies results to the destination system.
Responds to client transaction status and other inquiries.
Supports management of administrative supplies, office equipment, and updating the inventory of items. Acts as Asset counter and help with yearly asset count and register.
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.
Provide support to the Operations Manager on Audit related tasks
All other administrative support to the team that may be required.
To qualify as an advocate for every child you will have…
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
A minimum of 6 years of relevant administrative or clerical work experience is required.
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
Experience with the Purchasing, Financial & Materials Management Modules in SAP/VISION is desirable
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.
