for Operations Associate (Operations Section), GS-6, Global Shared Services Centre, Budapest, Hungary

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

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, results.

We are committed, passionate, and proud of what we do. Promoting the rights of every child is not a job, it’s a calling.

UNICEF’s Global Shared Services Centre (GSSC) provides services to UNICEF offices around the world in the areas of Finance, Master Data Management, Human Resources Administration, Payroll, and IT Customer Care.

Our mission is to be a Centre of Excellence for the global delivery of efficient services within a culture of customer service, continuous business improvement, knowledge-sharing and innovation to support the effective achievement of UNICEF's programme results worldwide. ​

Please visit our UNICEF GSSC page

GSSC plays a role in responding to increasing humanitarian needs related to ongoing emergency by hosting Emergency response team and providing support to the program implementation.

How can you make a difference?

Under the supervision of the Budget and Finance Officer, the Operations Associate is responsible for executing broad variety of operational activities including financial and specialized administrative tasks essential for efficient operation and management of the Emergency response team in Hungary.

The present announcement is for a temporary appointment of 364 days with a possibility of extension.

Anticipated start date: 1 September 2022

This will involve:

1. Budget Monitoring

• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Prepares and maintains records, documents and control plans for the budget monitoring of programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

2. Procurement

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by DAPM, supply division and DHR.
• 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 TOR’s in VISION, and making necessary logistical arrangements.
• Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.
• Assures that appropriate documentation is maintained for goods received, and that the storage of incoming goods is in compliance with the organizational standards and systems. Coordinates with logistics and programme staff to organize the timely order and delivery of office and project supplies.

3. Invoice Processing and Master Data Management

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in Service Gateway.
• Responsible for collecting vendor information and submitting requests through Service gateway
• Responds to client transaction status and other inquiries.

4. Supplies/Equipment/Property

• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Arranges for the purchase and timely distribution of office supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Supervises drivers and manages vehicle fleet. Manages the fuel replenishment system, as well as driver overtime and field travel tracking systems

5. Calendar/Meetings/ Events/Logistics

• Maintains office calendar and arranges meetings
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Prepares background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

6. Travel

• Provides travel assistance to staff members and liaises with travel focal point to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Assists staff members to process necessary personnel-related documents, in accordance with the requirements of UNICEF and local government.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Monitors travel certification and report back to the team.

7. Partnership, coordination and collaboration

• Supports effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization

8. Performs any other duties and responsibilities assigned as required.

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

• Completion of secondary education is required. University level courses in human resources and business administration is an asset.
• A minimum of six years of relevant work experience in Operations/administration work. A completed university degree from an accredited institution will be counted toward the minimum work experience requirements.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems is required.
• Fluency in English (verbal and written) is required.
• Work experience with a development organization with knowledge of UN and UNICEF'S rules, regulations and procedures is an asset.
• Ability to work effectively with people of different national and cultural background.
• Organizational, planning and prioritizing skills and abilities.
• Ability to work in a team environment to achieve common goals.
• Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is a strong asset.

Remarks:

• Contract is for 364 days with possibility of extension
• Applicants must be nationals of EU countries or in possession of a valid work permit. Please attach a copy of your work permit to your application submission
• General Service (GS) staff are locally recruited staff and therefore candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate Ministry of Foreign Affairs (MFA) accreditation for locally recruited staff
• The hiring manager may apply other criteria within the context of the job requirement, beyond the minimum requisites for shortlisting.
• Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
• Internal applicants from GSSC are required to complete the courses of Learning Paths that are identified as essential when applying to the level of this post. Please visit the L&D Portal Learning and Development (sharepoint.com) for more information.

As an advocate for every child, you will receive…

• Access here the UN Salary Scale for Hungary.
• Holidays and leave, including 1.5 days of annual leave accrual per month
• Parental leave
• Dependency allowance
• United Nations sponsored medical insurance plan, pension plan and optional life insurance plan
• Access to professional development and learning programs, online learning and learning path
• Access to staff well-being and career development support

For every Child, you demonstrate…

UNICEF’s core values of Care, Respect, Integrity, Trust and Accountability and the following core competencies:

• Demonstrates Self Awareness and Ethical Awareness
• Works Collaboratively with others
• Drive to achieve impactful results
• Manages ambiguity and complexity
• Building and maintaining partnerships
• Innovates and embraces change

To view our competency framework, please visit: https://uni.cf/Competencies

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: UNICEF's 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 a diverse and inclusive workforce 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 Compensation and benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation 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 will be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (COVID).

This VA is open to all (internal and external candidates.