Operations Associate

tendersglobal.net

Job Description

Under the supervision and guidance of the supervisor, the Operations Associate is responsible for executing a broad variety of procedural and specialized administrative and procurement tasks requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Support to Operations Management:

  • Ensure availability of timely, complete and accurate information and data for preparing section work plans and specific project management plans.
  • Monitor Operations work plan implementation against established milestones
  • Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.
Administration:
  • Assist in the management of transport requests and proper use of Country office motor vehicle per UNICEF policy
  • Assist in the monitoring of administration contracts
  • Responsible for collecting invoices and filling documents for approval and, thereafter, filing in VISION and in hard copy for all Administration and Supply related expenses
  • Uploads electronic files in VISION transactions and verifies results to destination system
  • Responds to client transaction status and inquires
  • Maintains policy, confidential and general files and ensures that all manuals and instructions are up-to-date and easily accessible. Keeps reference files on various subjects.
  • Acts as a focal point for the coordination and compilation of documents within the Operations Section.
  • Performs other duties, as required
Travel:
  • Provides travel assistance to staff members in section for travel arrangements 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 related to administrative matters such as visas, security clearance, and documentation procedures among others.
  • Assists in the preparation of budgets on travel and maintains travel plan and budgetary control records.
  • Monitors travel certification and reports back to the team periodically.
Supplies/Equipment:
  • 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 the timely purchase and efficient distribution of office supplies.
Procurement:
  • Assists monitoring assigned requisitions to ensure completion of procurement actions in a timely manner.
  • Obtains quotations, issues invitation to bids to approved and listed suppliers, arranges and participates in bid openings, compiles price tabulations with price ratings and recommendations for order placement for low value procurements.
  • In liaison with Senior Supply Associate, corresponds with programme Sections and suppliers on supply and procurement matters.
  • Generates and compiles a variety of supply related reports from VISION and monitoring reports from the Supply dashboard.
  • Provide data related to procurement, including assistance in forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules.
  • Prepares periodic reports, and ad-hoc reports as needed.
  • Acts as alternate secretary to the CRC for supply related issues and prepares documents for review.
  • Maintains supplier database and files with complete information, in accordance with UNICEF supply guidelines. Assists with conducting local market surveys on ongoing basis.
  • Prepares Direct Orders (Purchase Orders) against existing Long-Term Arrangements (LTAs) ensuring that the LTA has valid quantities and lead-time meets requirements for low value procurement
  • Maintains purchase order/contract files with all required procurement documentation (POs, invoices, delivery receipts, payment requests, correspondence, etc.).
Impact of Results:
  • Insufficient monitoring of donor-funded expenditure could adversely affect UNICEF programmes and our relationship with Donors Negligence in recording and preparing documents can affect the image of the organization. Non-observance of confidentiality of personal matters may cause serious problems for the office and staff.
  • Recruitment Qualifications
Education:
  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work
Experience:
  • A minimum of 6 years of relevant administrative or clerical work experience is required.
  • Strong organizational, planning and prioritizing skills and abilities.
  • High sense of confidentiality, initiative and good judgment.
  • Ability to work effectively with people of different national and cultural backgrounds.
  • Strong office management skills.
  • High attention to detail.
  • Ability to effectively manage the section’s material resources and monitor its budget.
  • Good analytical skills.
  • Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoin
  • Prior experience in programme support functions is an asset.
  • Relevant experience in a UN system agency or organization is considered as an asset
Language Requirements:
  • Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

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