Operations Associate, G6, Tirana, Albania

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, a Champion!

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.

How can you make a difference?

Purpose for the job:

Under the supervision and guidance of the Operations Manager, the Operations Associate is responsible for executing a broad variety of routine and standardized tasks for the Operations section, requiring thorough knowledge of UNICEF finance, , administrative procedures, human resources processes, and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

The incumbent will work on a matrix management, He/She will have a direct reporting line to the Operation Manager for all the finance, administrative and HR related tasks and a dotted line to the designated UNICEF responsible Program Specialist for the implementation of the EU4Social Care project.

Summary of key functions/accountabilities:

Finance/ Grant Management

• Review and support the management of the financial aspects of the EU grant, ensuring alignment with EU-UNICEF financial rules and regulations.
• Monitor and assess budget expenditures to ensure alignment with the grant’s implementation plan.
• Review financial reports and assess the compliance of sub-grant recipients to ensure proper use of funds and adherence to grant terms.
• Collaborate closely with the UNICEF Responsible specialist in all aspects related the funds management.
• Contribute to the management, monitoring and financial reporting of the grants awarded.
• Administration of incoming invoices for the Country Office: follow-up with Budget Owners (certifiers) for completing the payment packages and submit it to the Finance Associate. Keep record on their status.
• Act as Finance Local Focal Point (LFP alternate). Drafting invoice processing in Service Gateway during the absence of Finance associate, following up approval and, thereafter preparing payment orders, bank orders, collecting signatures in accordance with Signatory Panel and following up with the correspondent bank.
• Administration and custodian of petty cash.

Human Resources

• Briefs/de briefs staff members and consultants on issues relating to administrative matters such as visas, permit of residence, security clearance, documentation procedures.
• Ensure timely submission of requests to Ministry of Europe and Foreign Affairs for long term visa (D type) and ID cards for IP staff and submission of requests for UNLP as appropriate

Communications and workflow

• Assist the Operations Manager to ensure up to date workflows and Standard Operations Procedures (SOPs), reflecting eventual changes of policies and/or office context.
• Establishes and maintains the office filing and reference systems, both hard copy and digital.
• Support with other operational tasks when required.

To qualify as an advocate for every child you will have…

Minimum requirements:

• Education: Completion of secondary education is required with professional/university courses in Accounting and Finance/Business administration considered as an asset
• Work Experience: A minimum of 6 (six) years of relevant administrative or clerical work experience in the area of finance, accounting and administration is required. Similar experience from UN system organization will be considered as an asset.
• Skills (optional):
  • Training and experience using MS Word, Excel, PowerPoint, SharePoint, knowledge of integrated management information systems required.
  • Thorough knowledge of UNICEF administrative policies and procedures.
  • Organizational, planning, and prioritizing skills and abilities.
  • Ability to deal patiently and tactfully with staff and 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.
• Language Requirements:  Fluency in English and Albanian is required

Desirables:

• Developing country work experience and/or familiarity with emergency.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others

[add the 8^th competency (Nurtures, leads and manages people) for a supervisory role].

Familiarize yourself with our competency framework and its different levels.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.

According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. At UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility tendersglobal.net UNICEF.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable male candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for this position.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.