- Company Name
- UNICEF
- Job Title
- External&Internal VA, Operations Associate, GS-6, FT #103362 Rabat, Morocco - MENA
- Job Description
-
**Job Title**
Operations Associate (GS‑6)
**Role Summary**
The Operations Associate supports day‑to‑day office operations by managing finance, procurement, logistics, communication, and administrative processes. Working under the Operations Manager, the role ensures compliance with internal policies, optimizes budget utilization, coordinates fleet management, and facilitates stakeholder relationships to enable efficient program implementation.
**Expectations**
- Execute complex administrative tasks for a designated section.
- Maintain strict adherence to organizational policies, budgeting rules, and procurement guidelines.
- Deliver accurate, timely information for planning, monitoring, and reporting.
- Foster effective collaboration with internal teams, external partners, and local authorities.
- Demonstrate proactive problem‑solving and continuous improvement initiatives.
**Key Responsibilities**
1. **Budget Monitoring & Finance**
- Track and analyze section budgets; identify cost‑saving opportunities.
- Manage grant transactions in the VISION system, including allotments and expirations.
- Prepare financial closure reports and maintain budget monitoring records.
2. **Administration & Project Management**
- Provide complete and accurate data for work‑plan and project‑management plan development.
- Monitor project milestones, recommend performance improvements, and ensure deadline compliance.
- Serve as focal point for data completeness and M&E reporting.
3. **Procurement & Vendor Management**
- Guide managers through PCA/SSA processes, ensuring adherence to FRG and DPC policies.
- Process contracts for consultants and external partners: documentation, forms, TOR uploads.
- Maintain updated vendor and consultant rosters.
4. **Communications & Workflow**
- Manage incoming/outgoing correspondence, e‑mail, and telephone communication.
- Facilitate routine and non‑routine information flow and organize thematic staff sessions.
- Maintain filing systems, both physical and digital, and keep intranet sites current.
5. **Calendar, Meetings & Correspondence Management**
- Maintain office calendar; schedule and coordinate meetings.
- Take accurate minutes, ensuring coherence and detail.
6. **Events & Logistics**
- Support capacity‑building sessions and conferences through logistical arrangements.
- Coordinate participants’ availability, costs, and agenda preparation.
7. **Travel & Fleet Management**
- Provide travel arrangements and entitlements for staff, following organizational policies.
- Supervise UNICEF drivers and manage the office fleet.
**Required Skills**
- Strong financial analysis and budget management.
- Proficiency with Microsoft Office and the VISION system.
- Knowledge of procurement procedures and contract administration.
- Effective communication, both written and verbal.
- Excellent organization, calendar management, and minute‑taking.
- Stakeholder coordination and partnership management.
- Attention to detail, accuracy, and data integrity.
**Required Education & Certifications**
- Bachelor’s degree in Business Administration, Finance, Operations Management, or related field.
- Minimum of 3 years’ relevant experience in operations, finance, or procurement roles.
- Familiarity with UNICEF policies and procedures is an asset (no specific certification required).