Job Specifications
Operations Associate, GS6, FT #103362, Rabat, Morocco - MENA
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, Education
How can you make a difference?
Under the supervision and guidance of the Operations Manager, the Operations Associate is responsible for executing a broad variety of procedural and specialized complex administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies. The Operations Associate is also responsible for UNICEF fleet management and supervision of UNICEF drivers, as well as maintaining effective working relations with all stakeholders, including other agencies, local authorities, and implementing partners.
Summary Of Key Functions/accountabilities
- Budget Monitoring (specialized)
Monitors budgets and financial expenditures of section by implementing management tools to optimize the operating costs of the Office, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
Provides support on budget revision/preparation, implementation status, determination position of funding utilization by conducting a cost analysis which should make it possible to identify areas for budget savings operational, and financial closure.
Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
Carries out transactions in VISION pertaining to grants for Incumbent`s section such as registering grant allotments and tracking expiring programme grants.
- Administration section Planning & Project Management (specialized)
Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans, and contributes to updating the various workflows within the framework of the execution of the Office's annual management plan
Undertakes basic research and performs comparative analysis of administrative related data and makes relevant recommendations for improving the shortcomings identified.
Monitors project implementation against established milestones and make recommendations to improve performance.
Help ensure timely compliance with agreed deadlines.
Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
- Procurement
Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DPC.
Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements.
Maintains up-to-date vendor lists, partners, and consultant rosters.
- Communications & Workflow
Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
Manages incoming and outgoing correspondence, e-mails and telephone calls.
Communicates routine and some non-routine information pertaining to the work of the team and contributes to the organization of thematic sessions open to All Staff to refresh administrative rules and procedures.
Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.
- Calendar/Meetings/Correspondence Management
Maintains office calendar and arranges meetings.
Take minutes of meetings, ensuring accuracy, attention to detail and coherence.
- Events/Logistics
Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.
Arranges times through liaising with participants over availability.
Liaises with budget focal points and section over costs and needs.
Prepares background materials for participants and uploads clear materials to the intranet.
Prepares and maintains agendas on meetings and events related to the work group commitments.
- Travel
Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.
Liaises with rele
About the Company
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up.
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