Operations Associate, G-6, Post #124310, Division of Human Resources (DHR), Temporary Appointment (364 days), Istanbul, Turkey, (requisition # 560677)

  • Contract
  • Turkey

United Nations Office for Project Services (UNOPS)

JOB DESCRIPTION

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.

For every child, hope and care

Under the supervision and guidance of the Operation Manager, the Operations Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies. This specific post will focus on supporting JPO (Junior Professional Officers) programme and related activities, along with daily support to the team.

How can you make a difference?

Operations Associate represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings, workshops and conferences. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.

Summary of key functions/accountabilities:

  1. Budget Monitoring and Project support
  • Monitors budgets and financial expenditures of the respective section, 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, operational, and financial closure.
  • Prepares and maintains records, documents and control plans for the budget monitoring of project/ programme implementation.
  • Create JPO cost estimates for donor governments.
  • Assist in the management and reporting of Grants in cooperation with Division of Financial and Administrative Management (DFAM) and Global Shared Service Center (GSSC): (1) Request JPO grant creation; (2) Request JPO grants amendments; (3) Analyze expenditure reports vs funds received reports; (4) Monitor grant status and prepare donor reports based on certified financial statements
  • Regular monthly updates on the JPO Programme fact sheet; Upon request and in cooperation with Analytics and Operations Team assist with preparation of donor briefing packages
  • Processing payments related to JPO programme implementation activities
  • Monitor JPO and secondments contracts to ensure timely action for renewals and/or separation and advise offices accordingly
  • Monitor the UNV payments and perform the reconciliation of payments
  1. Procurement
  • Facilitates the processing of contracts for consultants and external partners that provide a service to the division. This includes communicating with consultants in gathering documentation and certifications, preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. Act as a liaison between the Sections and Operations team and GSSC / IT when required.
  • Provide support pertaining to the Supply procedures and activities, including on RFP, RFP and LTA processes
  1. Travel
  • Provides travel assistance to staff and consultants for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
  • Monitors travel certification and report back to the team.
  1. Invoice Processing
  • Responsible for collecting invoices and filing documents for approval, thereafter, processing through Service Gateway
  • Uploads electronic files and verifies results to destination system.
  • Responds to client transaction status and other inquiries.
  1. Other tasks
  • Provide support to the Operations Manager on Audit related tasks
  • All other administrative support to the team that may be required.

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

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • A minimum of 5 years of relevant administrative or clerical work experience is required.
  • Fluency in English is required.
  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
  • Experience with the Purchasing, Financial & Materials Management Modules in SAP/VISION is desirable
  • In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.
  • Organizational, planning and prioritizing skills and abilities.
  • Ability to deal patiently and tactfully with visitors.
  • High sense of confidentiality, initiative and good judgment.
  • Ability to work effectively with people of different national and cultural background.
  • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

For every Child, you demonstrate…

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

UNICEF competencies required for this post are…

  • Demonstrates Self Awareness and Ethical Awareness (1)
  • Works Collaboratively with others (1)
  • Builds and Maintains Partnerships (1)
  • Innovates and Embraces Change (1)
  • Thinks and Acts Strategically (1)
  • Drive to achieve impactful results (1)
  • Manages ambiguity and complexity (1)

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework 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.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
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 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.

Remarks:

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

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government 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.


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