Internal and external vacancy announcement: Senior Operations Associate, GS-7, Nampula, Mozambique, Fixed Term

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 2,753 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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

How can you make a difference?

This position reports to Chief of Field Office with responsibility for the management and coordination of operations work in the field office. The role of this post is to provide administrative and operational support services to the Chief of Field Office.

The Senior Operations Associate is responsible to ensure the smooth running of the Operations Office. This involves management of information and coordination of matters. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization. The post prioritizes tasks and organizes work under close guidance from the supervisor.

Summary of key functions/accountabilities:

1. Administrative, finance, executive assistance and operational support services to the Chief Field Office. Executive to facilitate smooth running of the Office and effective processing of information and data.

• Under close guidance from the supervisor, manage the immediate office operations with respect to communications, meetings and workflow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines.
• Establishes internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the supervisor.
• Arranges appointments and maintains supervisor’s calendar, receiving high ranking visitors, places and screens telephone calls and answers enquiries; Organizes meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follows-up on required actions.
• Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents receives screens and registers correspondence and documents.
• Collect and prepare briefing materials for supervisor concerning official trips or special meetings. Undertake travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Brief supervisor of important developments upon their return.

2. Professional image projected through in-person and telephone interaction. Discretion exercised with confidential information and complex sensitive subject matter.

• Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team.

• Establishes and maintains a records management system containing reference materials and confidential records as required.

• Prepares briefing materials for supervisor concerning official trips or special meetings; drafts responses to written inquiries on a variety of routine and non-routine questions; communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor.

3. Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives

• Prepares correspondence for the supervisor’s signature as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval.

• Communicates sensitive information to senior level managers and coordinate responses to sensitive inquiries on behalf of the supervisor.

• Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference.

• Selects and makes pertinent abstracts and undertake searches for information as directed.

4. Well managed and effective office operations, systems and procedures that facilitate team work and the work of the office.

• Works closely with team colleagues and provides support in achievement of work priorities and objectives.
• Establishes follow-up system of actions taken and reports to the supervisor.
• Undertakes any other duties assigned by the supervisor.

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

• Completion of secondary education, preferably supplemented by technical or university courses related to Business Administration, is required.
• A minimum of 7 years of operational and administrative work experience is required.
• Experience in accounting, financial or budget work experience, including on the job training in accounting and financial procedures and systems is an asset.
• Knowledge and skills in using corporate financial systems as well as standard office computer applications is an asset.
• IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.
• Office Management Skills – Seven years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints
• Fluency in English and Portuguese is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate...

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability, Sustainability (CRITAS) and core competencies in the following:

• Builds and Maintains Partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others
• Nurtures, leads and manages people

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 committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 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:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

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 may also be 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.

There will be no relocation package offered for this post. The successful candidate will be responsible for his/her own relocation and settlement in the city where the post is based.

There is a salary calculator tool for local staff through this link (https://info.undp.org/gssu/onlinetools/SalCalcLocal/SalCalcLocal.aspx). Please run simulations for an estimate of monthly and annual salary based on the post’s level and location. When running the simulation, please select Mozambique (NEW) as the Duty Station.