NUNV Operations Assistant

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UNICEF - United Nations Children's Fund

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Application deadline 1 year ago: Monday 9 May 2022 at 00:00 UTC

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Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The role of this assignment is to assure the best use of UNICEF’s resources in alignment with the office priorities and goals to deliver results for children. Under the overall supervision of the supervisor, Operations Officer, NOB, Bhopal Field Office, the UNV Operations Associate perform routine admin and finance functions and supply and procurement related support functions in support of UNICEF cooperation in the Field Office.

Within the delegated authority and under the supervision of the Operations Officer or his/her designated mandated representative(s), the UNV Operations Associate will:

• Carry out routine admin and travel functions as delegated by the supervisor. These will include general office administration, logistic supports for events, maintaining the travel desk, monitoring assets/inventory and contribution to audit requirements.

Office administration: guide housekeeping staff, regular maintenance of office equipment and maintenance of asset register inside and outside SAP, monitor the inventory, dispose of PSB approved assets/ inventories.

Travel desk: booking of air/train tickets, accommodation and local transportation for staff members, visitors, consultants and official conferences etc.; check and review travel invoices and prepare statements for payment to vendors and staff members; scan and send the documents to GSSC for payments.

• Carry out routine supply and procurement functions as delegated by the supervisor and in line with approved supply plan. These will include market survey for the suppliers, sending solicitation documents for bids, proposals, quotes; preparing comparative analysis; prepare submission to local contract review committee when required, preparation and issuing of purchase orders or contracts as relevant both outside and inside SAP, carrying out amendments to the contracts as may be required; monitor, provide regular updates to program team and close the contract. Maintain all documents and files related to supplies and suppliers. Facilitate vendor registration process.

• Assist the supervisor(s) and other staff in the preparation of reports/documentation to facilitate the Operations function of the Field Office. Provide logistic support for the organization for meetings, special events/ conferences, seminars and workshops including identifying venues and travel / transportation requirements, preparation of purchase orders, follow-up on participation, and related follow-up action, for both in-house and external. Coordinate with other colleagues in the office to facilitate efficient workflow, participate in relevant meetings and undertake follow-up actions.

• Within the office-wide system, responsible for the filing/retrieval and reminder systems, relevant to the Operations functions (Admin, Supply, Properties and Assets) and any assigned programmes/projects.

• Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);

• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;

• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.

• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;

• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;

• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Professionalism Integrity Teamwork and respect for diversity Commitment to continuous learning Planning and organizing Communication Flexibility voluntary engagement

Bachelors’ Degree. Training in office administration will be an added advantage.

Three years’ experience in general administration and / or finance areas.

Experience in supply related functions would be an asset

Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

Ability to plan, manage & monitor effective use of safekeeping of financial resources

Knowledge of Windows based computer applications

Ability to establish harmonious working relations in a multi-cultural environment.

The security scenario at the duty station (Bhopal) is peaceful in general and is considered as a family duty station. It is well connected by flights from major international airports in the country. The climate is pleasant most part of the year. Cost of living is moderate with well available accommodation options from rented apartments/houses. Medical facilities, banking facilities, communications and infrastructure is satisfactory. Food and electricity are available. For drinking water either use a RO water purifier or drink packaged water only. Use of alcohol is allowed in bars, restaurants, and at home.

Added 1 year ago - Updated 1 year ago - Source: unv.org