UNICEF Operations Associate Jobs in Ethiopia
Purpose
Join our team to assist in the monitoring of activities implementation and responsible for VISION transactions related to the section’s requirement. The Operation Associate will also be responsible for executing a broad variety of procedural and specialized administrative tasks for the respective sections requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies. The incumbent will be under the direct supervision of the Emergency Manager and the technical oversight of the field office Operations Manager/Officer.
Summary of key functions/accountabilities:
Administration & Resource Management
Support the Effective Coordination of Transport Services & Travel
Managing the transport services by ensuring a schedule for the use of vehicles in conjunction with the Mekelle office & supervises drivers.
Reviews reports on the use of Fuel, mileage, driver overtime records, and maintenance services.
Provides travel assistance to the sub-office staff members, in liaison with the Mekelle Admin Associate, for travel arrangements and entitlements based on the organization’s rules and policies. Assists with Travel Authorizations related issued in VISION/FIORI and with Security clearance requests when required.
Management of Office Premises and Assets
Ensures the safekeeping of annual physical inventory, prepares reports, including cost analysis, and recommends replacement/disposal of equipment and supplies.
Reconciles physical inventory data with office records to ensure inventory taken is complete and identifies discrepancies for corrective action. Prepares annual reports on subjects for Mekelle Office.
Maintenance of office store and storage
Assists in all matters related to the implementation of security-related measures and maintenance of office premises.
Management of Operations related Service Contracts and the Petty Cash
Monitors lease agreements, office related services contracts (security guards, office/guesthouse cleaning services, etc.) and timely alerts the Mekelle Office for necessary actions.
Reviews and certifies invoices related to operations service contracts and initiates payments in coordination with Mekelle Office.
Responsible for the petty cash and complies with all the organization’s requirements on the matter, including obtaining the necessary authorizations prior to disbursing funds, ensuring that funds are disbursed only for eligible expenditures and according to the petty cash limits, etc, and preparing timely reports to Mekelle office as appropriate.
Hact Assurance
Support to HACT planning and preparation of a fully integrated assurance plan during the programming process
Participates, when required, in the development of integrated HACT implementation plans (including HACT micro assessment plans and quality assurance plans annually) under the guidance of the Operations Officer/Manager in Mekelle.
Provide support to colleagues for the planning of HACT activities in eTools
Provide professional financial, operational, and administrative assistance throughout the programming process by preparing, managing, and/or executing a variety of technical and administrative tasks to facilitate the effective implementation of HACT.
Support implementation of HACT activities
Serves as a reference person on HACT implementation and eTools in the sub-office.
Participates in and assists with the preparation and regular updating of the FO micro assessment and assurance plans.
Participates in spot checks of implementing partners for the field office but also other offices areas whenever need be.
Provides technical and administrative support to external service providers in the execution of HACT activities and their entry in eTools, to ensure timely and efficient delivery of results.
Supports colleagues in updating information on eTools on partners and HACT assurance status
Provides technical support and closely collaborates with the Implementing Partners and Sub-office stakeholders as well as the Mekelle Operations team to ensure that HACT monitoring constitutes an integral part of the Field Office comprehensive monitoring system.
Provide technical support in the documentation and reporting of HACT plans and activities
Assists with recording and updating of risk ratings of implementing partners in VISION through regular review of the Vendor Master and provision of information to relevant colleagues in the Uganda CO.
Shares with the Mekelle Operations team HACT-related reports, especially reports of assurance activities, to ensure adequate awareness and follow-up of identified issues.
Coordinates between external service providers, implementing partners, and UNICEF colleagues for the implementation of HACT activities (contacts, organization of visits, sharing of documentation, etc).
Participates in the review of assurance activity reports of implementing partners for quality check and the review’s recording in the e-tools.
Assists with maintenance of records of relevant HACT-related documentation inside and outside eTools, including CO decisions related to HACT
To qualify as an advocate for every child you will have…
Completion of secondary education is required, preferably supplemented by technical or university courses in a field related to office/business administration and management, finance, accounting, or any other related field.
A minimum of six 6 years of relevant professional experience at the national and/or international level is required. Work experience in an emergency duty station.
Good analytical and negotiating skills.
Ability to manage and monitor the effective use of financial and material resources.
Ability to contribute to the formulation of strategies and policies.
Good knowledge of the latest developments and technology in supply chain management.
Good understanding of supply chain processes, from programme needs assessment through planning, procurement and contracting, logistics and delivery, monitoring, and evaluation.
Developing country work experience and/or familiarity with emergency is considered an asset.
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
How to Apply
For more information and job application details, see; UNICEF Operations Associate Jobs in Ethiopia
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