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.
Under the direct supervision of the Chief of Operations, the Operations Associate undertakes administrative management support services in a country or sub-country office. The incumbent assists in ensuring efficient and cost effective administrative support services, providing support to operations as well as supporting staff in office administrative assignments.
Summary of key functions/accountabilities:
- Appropriate and consistent application of administrative policy and procedures timely implemented to support operations at the country or sub-country levels.
- Provides practical input on implementation of administrative guidelines, in close coordination with the supervisor.
- Supports the Chief of Operations in the day to day running of the office. Assists arriving and departing staff on basic administrative procedures and requirements.
- Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
- Provides administrative support and services to sub-country (zone) offices and out postings, where applicable, including preparation and funding of service contracts.
The budget preparation and implementation are properly administered in the area of administrative management and services.
- Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes.
- Assists zone offices in the establishment and maintenance of administrative services and the administrative budget.
Assist in reviewing staff costs and BFT preparation:
- Support in the PBR process by ensuring up-to-date records are filed.
- Provide support in rationalizing the budget preparation both for staff and non-staff costs.
- Work with HR unit in ensuring an up-to-date office organogram is provided, to confirm staff members’ grade level and reporting lines are properly reflected.
All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations:
- Ensures that all administrative transactions and arrangements of contracts follow the applicable policies, procedures, rules and regulations.
- Assists in the reviews of contractual arrangements related to administrative support for the Chief of Operations review (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.
- Monitors payments against contractual obligations.
Partnership, coordination and collaboration:
Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
Performs any other duties and responsibilities assigned.
To qualify as an advocate for every child you will have:
- University degree in administration, finance, or any other related field of discipline relevant to the job is an asset.
- A minimum of one year work experience in national or International institution in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.
- Oral and written proficiency in English is required. Knowledge of another official UN language or a local language is an asset