The Operations Associate will be assisting the UNICEF Operations in the Herat Zonal Office in support of all program activities through providing the operations, logistical, financial and HR support as needed in the Western Region. The Operations Associate will be responsible for at least 5 areas (administration, finance/accounts, personnel, supply) and, under the guidance of the Operations Manager, s/he will support the Western Region staff to manage and deliver operational support for programme management and administration. Summary of key functions/accountabilities:
Operations Support & Facility Management:
Facilitating services in the functional areas of operations support: budget, financial management and reporting, administration, supply, logistics and facilities management and human resources.
Understanding business needs for the office, proposing viable solutions aimed at value for money.
Supporting supply and logistics strategies and interventions to meet programmatic needs while ensuring Value for Money (VfM), including procurement of supplies and services as needed.
Supporting the management of office premises and facilities in Herat and the Outposts in Ghor, Badghis and any upcoming outpost in WR.
Supporting the Administrative and Programmatic Assistants in the different outposts to ensure efficiency, effectiveness and adherence to UNICEF’s policies and regulations.
Supporting the country office during external and internal audit reviews, contributing with responses to audit observations and monitoring implementation of recommendations.
Supporting the management of the WR by providing the necessary updates systematically and as needed.
Acting as a backstop for zonal office associates within operations.
Other tasks that may be assigned to the incumbent by the operations manager.
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.
Maintains office calendar and arranges meetings.
Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
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.
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 Operations 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.
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.
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.
To qualify as an advocate for every child you will have…
Completion of secondary education is required, preferably supplemented by a university degree in the field of business administration or economics.
A minimum of 6 (six) of relevant professional experience in relevant operations or administration experience is required.
University degree (Bachelors) from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace additional two years.
Developing country work experience and/or familiarity with emergency is considered an asset.
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.