Operations Assistant United Nations at UNICEF Tanzania

Temporary Appointment: Operations Assistant, GS5, Kigoma, Tanzania

Operations Assistant United Nations at UNICEF October 2024

Job no: 576697
Contract type: Temporary Appointment, Fixed Term Appointment
Duty Station: Kigoma
Location: United Republic of Tanzania
Categories: Administration

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.
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.

How can you make a difference? 
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.

SUMMARY OF KEY RESPONSIBILITIES/ACCOUNTAILITIES:

• 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.
• Facilitate 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.
• Provide 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.
• Serve as a focal point for effective Supply, HR Planning and Training management while always upholding UNICEF core values.
• 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)

To qualify as an advocate for every child you will have…
Minimum requirements:

• 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.

For every Child, you demonstrate:
UNICEF’s values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).
To view our competency framework, please visit  here.

 UNICEF
is here to serve the world’s most disadvantaged children and our global
workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone,
irrespective of their race/ethnicity, age, disability, gender identity,
sexual orientation, religion, nationality, socio-economic background,
or any other personal characteristic.

UNICEF offers reasonable accommodation
for consultants/individual contractors with disabilities. This may
include, for example, accessible software, travel assistance for
missions or personal attendants. We encourage you to disclose your
disability during your application in case you need reasonable
accommodation during the selection process and afterwards in your
assignment.

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. UNICEF also adheres to strict
child safeguarding principles. All selected candidates will be expected
to adhere to these standards and principles and will therefore undergo
rigorous reference and background checks. 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.

Remarks:
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals
engaged under a consultancy or individual contract will not be
considered “staff members” under the Staff Regulations and Rules of the
United Nations and UNICEF’s policies and procedures, and will not be
entitled to benefits provided therein (such as leave entitlements and
medical insurance coverage). Their conditions of service will be
governed by their contract and the General Conditions of Contracts for
the Services of Consultants and Individual Contractors. Consultants and
individual contractors are responsible for determining their tax
liabilities and for the payment of any taxes and/or duties, in
accordance with local or other applicable laws.

The selected
candidate is solely responsible to ensure that the visa (applicable) and
health insurance required to perform the duties of the contract are
valid for the entire period of the contract. Selected candidates are
subject to confirmation of fully-vaccinated status against SARS-CoV-2
(Covid-19) with a World Health Organization (WHO)-endorsed vaccine,
which must be met prior to taking up the assignment. It does not apply
to consultants who will work remotely and are not expected to work on or
visit UNICEF premises, programme delivery locations or directly
interact with communities UNICEF works with, nor to travel to perform
functions for UNICEF for the duration of their consultancy contracts.
Go to our Homepage To Get Relevant Information
Advertised: 28 Oct 2024 E. Africa Standard Time
Deadline: 10 Nov 2024 E. Africa Standard Time