Operations Assistant, GS5, Kigoma, Tanzania

Temporary Appointment

About UNICEF

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, sustenance.

Our Mission

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.

About the Role

Under the general supervision of the Chief of Field Office, based in Kigoma Field Office, the selected candidate will be required to perform a variety of Operation, and administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF operation administrative procedures, 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. At the GS-5 level, the below tasks are expected to be carried out with a high level of independence.

Key Responsibilities:

• Analyses and maintains an overview of the work of the field office to ensure timely operational support is provided in general and specialized areas.
• Supports management of office premises, establishes routine vehicle maintenance, and supervises office drivers.
• Provides practical input on implementation of administrative guidelines, in close coordination with Operations Manager.
• Updates staff on administrative policies, instructions, rules, and regulations. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
• Contributes recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative or specialized tasks.
• Provides travel assistance to staff members for travel arrangements and entitlements based on the organization’s rules and policies. Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims. Briefs/de-briefs staff members on issues relating to administrative matters such as security clearance and documentation procedures.
• Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains inventory of office items. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
• Facilitates in follow up and implementation of HACT assurance activities/recommendations.
• Maintains inventory of office items. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
• Maintains admin related hard and electronic files, updates databases ensuring timely and appropriate recording, safekeeping, and disposal of information.
• Provides general logistical support to visitors and individual contractors for services and physical space planning.
• Drafts estimates on field office premises, supplies, and equipment requirements for budget preparation purposes. Raises Vision documents and monitors the field office budget in close collaboration with Dar es Salaam Office.
• Maintains field office Petty Cash account (records petty cash expenditures and replenishment), maintains office asset register, ensures timely requests for office supplies, collects pro-forma invoices from office vendors & other service providers, liaises with Dar es Salaam to facilitate timely payments, supports financial forecast for the field office.
• Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets, and assesses impact of changes, and makes recommendations for follow-up action.
• Prepares on own initiative, correspondence, special reports, evaluations, and justifications, as required, on general administrative tasks.
• Participates in one UN Common services meeting and serves as focal point in the field office for HACT quality assurance activities.
• Coordinates logistical arrangements including travel, accommodation, and organization of events for the field office. Monitors staff compliance of office travel guidance and procedures.
• Serves as a focal point for effective Supply, HR Planning and Training management while always upholding UNICEF core values.
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• Provides exemplary management and leadership, motivating and developing supervisees to perform at their best and live the core values (care, respect, integrity, trust, and accountability).

Qualifications:

• Education: Completion of secondary education, preferably supplemented by technical or university courses in a field related to Finance, Business Administration, and Economics, Administration, or other related fields.
• Work Experience: At least Five years of progressively responsible clerical or administrative work Experience of working in UN agencies is an asset.
• Language Requirements: Fluency in English and Kiswahili, knowledge of any other UN work language is an advantage.

UNICEF Values

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

Competencies

• Nurtures, leads and manages people
• Builds and maintains partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

Diversity and Inclusion

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.

Disability Inclusion

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 | UNICEF.

Child Protection

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.

Medical Clearance & Visa Requirements

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.

Important Information

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 female candidate 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.

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.

Application Deadline

Advertised: 28 Oct 2024 E. Africa Standard Time

Deadline: 10 Nov 2024 E. Africa Standard Time