To make the difference, the Operations Associate will be responsible for executing a broad variety of procedural and specialized administrative tasks for WCARO Operations Section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies. At the G-6 level, the below tasks are expected to be carried out with a high level of independence.
Support the Regional Chief of Operations in smooth and efficient coordination, planning and execution in the regional services activities:
Support to providing technical assistance and oversight to Country Offices
Support to the Budget Management
Support the preparation of the Annual Management Plan and monitor its implementation
Support WCARO Operations Annual Work Planning and the monitoring of KPIs progress
Support in knowledge management and section events
General Administrative Duties
Other duties
Support the Regional Chief of Operations in smooth and efficient coordination, planning and execution in the regional services activities:
Provide daily support to the Regional Chief of Operations on agenda planning, meeting schedules, travel arrangements, filing of documents and vital records.
Researches, analyzes, verifies, synthesizes and compiles qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate preparation of reports, working papers, and presentations.
Drafts documents, work plans, budgets, reports and communication when required.
Monitors and tracks the efficient ordering and distribution of supplies and equipment that are required for effective functioning of the section
Support to providing technical assistance and oversight to Country Offices:
Prepares, as requested by the Supervisor and Regional Operations Heads of Units, background information and analysis relevant to technical assistance and oversight roles of the section.
Undertakes specific technical work in the area of Operations as instructed by the Supervisor. Monitors and updates Country Offices technical assistance planning.
Organizes and supports in the peer review missions
Organizes bi-monthly call with WCAR Deputy Representative Operations & Operation Managers and produces accurate minutes in a timely manner
Follows-up missions and meetings recommendations
Support to the Budget Management − Monitors the utilization of the WCARO Operations Institutional Budget and the Regional Office budget contribution to the common services:
Researches, analyzes, verifies, and synthesizes data and information in support of preparing reports on budget management as needed.
Regularly monitoring WCARO Operations budget and financial expenditures by employing applicable tools, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and/or follow up.
Support the preparation, consolidation and the monitoring of WCARO Annual Management Plan (AMP) implementation. Support the Annual Review of the AMP:
Supports the preparation of the Annual Management Plan (AMP) and other accompanying supporting documentation.
Supports the monitoring of the implementation of WCARO Annual Management Plan and prepares quarterly AMP implementation status report.
Compiles and organizes relevant data and documents for review by the Regional Chief of Operations.
Supports WCARO Operations Annual Work Planning and the monitoring of the progress of Key Performance Indicators (KPIs):
Support the section’s Annual Work Planning and consolidating the inputs from units.
Monitors Annual Work Plan implementation against established milestones and makes recommendations to improve performance.
Support the monitoring of key performance indicators of WCARO Operations.
Support in knowledge management and section events:
Supports knowledge management within the section, ensuring that vital records, documents and information are properly disseminated, filed in the TeamSite and accessible.
Supports the planning and the organization of section/regional events as requested by the Supervisor. Monitors and updates the section events calendar on a monthly basis.
Monitors and updates the section leave/travel plans on a quarterly basis
Taking minutes and action points of meetings ensuring accuracy, attention to detail and coherence.
Following up as needed and keep updated records of the responses received on requested action points and other tasks as required
General Administrative Duties and other duties:
Provides relevant administrative support for travel arrangements for staff in the section, meetings and conferences arrangements.
Support for the Procurement of good and contracting of consultants or other service providers; - Supports invoice and payment processing for the Regional Operations team - Responsible for the proper record keeping of monthly attendance sheets and absences
Perform other duties, as required
Perform any other duties in relations to operations activities or scope of works as may be assigned by the supervisor or the management
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 six years of clerical and administrative experience is required. Prior experience in programme/or operation support functions is an asset. Relevant experience in a UN system agency or organization is considered as an asset.
Language Requirements:
Fluency of French and working knowledge of English required.
