Operations Assistant, at UNFPA (Deadline 23 January 2023)
Details
Mission and objectives
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA expands the possibilities for women and young people to lead healthy and productive lives. UNFPA helps to ensure the wider availability of reproductive health and youth-friendly HIV prevention services through a framework of appropriate national policies, strategies, and guidelines. It backs high-quality, disaggregated data to guide policymaking and planning. Programmes also strengthen responses to gender-based violence and help to empower women in rural areas. Since UNFPA started working in 1969, the number – and rate – of women dying from complications of pregnancy or childbirth has been halved. Families are smaller and healthier. Young people are more connected and empowered than ever before.
Context
The Operations Assistant provides administrative, procurement related and financial support to the operations team, especially to advise and support to the program team and the CO as a whole. S/he works closely with programme and project staff providing operational services. The Operations Assistant also works in close collaboration with all the Operations Unit Team members to ensure timely support to the CO on operational matters.
Task description
Under the direct supervision of the Operations Manager, UN Volunteer will undertake the following tasks: ● Assist the Operations Unit, in collaboration with the Programme Unit, in providing support and advice to the CO on operational and programme matters. ● Undertake all logistical, administrative, and financial arrangements required for the organization of technical workshops, inter-agency meetings, missions, and other events organized by the CO. ● Prepare Travel Authorizations for staff and their eligible family members traveling on official missions, home leave, education grant travel, etc; ● Arrange entry visa, air tickets and travel advances for official missions; ● Process Travel Claims of staff and external supported delegates/partners as per UNFPA policies and procedures. ● Contribute to maintaining the office filing system and assist in archiving. ● Prepare requisition requests in ATLAS/Quantum with input from the Operations Unit members. ● Assist in monitoring the implementation of IP and CO audit recommendations. ● Contribute to managing office stationary/stock and taking necessary records to account for its use. ● Support implementation of travel and administrative management best practices, ensuring that relevant tools are timely updated. ● Support the routing of payments via the AODOCs electronic document and transactional management system. ● Organize, compile, and process information from donors, Regional Office, Implementing partners and auditors. ● Provides support to reviewing the accuracy and completeness of specifications for good/services to be contracted (Air tickets, Catering, Conference venue, etc.); ● Support the development and management of the rosters of suppliers for administrative services. ● When required, assist during asset inspection and verification ● Maintains an accurate and updated list of relevant UNFPA administrative services agreements and LTAs in place with dates of renewals. ● Receive, track and process invoices related to administrative services. ● Assist in the timely completion of customs clearance and in-country transportation, distribution plan and Handover of commodities to IPs. ● Assist in the proper filling of all procurement and inventory management related documents. ● Carry out any other duties as may be required. Furthermore, UN Volunteers are required to: ● Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); ● Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. ● Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities. ●Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. ●Assist with the UNV Buddy Programme for newly arrived UN Volunteers. ●Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Eligibility criteria
Age
27 – 80
Nationality
Candidate must be a national or legal resident of the country of assignment
Requirements
Required experience
3 years of experience in Logistical support • Managing documents, correspondence, and reports • Managing information and workflow • Planning, organizing and multi-tasking • Managing financial processes • Proficiency in current office software applications; good basic knowledge of finances and mastery of a series of financial and spreadsheet software. • Capacity to take initiatives and to anticipate • Demonstrated ability to work in a team environment • Good knowledge of IT utilization. • Excellent communication and interpersonal skills and ability to promote the core values of UNFPA to the non-governmental, educational, business and government sectors; • Other significant assets will be advanced user-level ICT skills, experience in working with multiple partners and a passion for bringing about change to improve human development. • Knowledge of UN procedures will be an asset,
Area(s) of expertise
Administration, Business management
Languages
English, Level: Fluent, Required Kinyarwanda, Level: Fluent, Required French, Level: Basic, Desirable
Required education level
Bachelor degree or equivalent in Finance, Procurement, Business or Public Administration or similar discipline desirable.
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