Operations Assistant

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 Operations Assistant provides administrative, procurement related and financial support to the operations team, especially to advise and support to the program team and the CO as a whole. S/he works closely with programme and project staff providing operational services. The Operations Assistant also works in close collaboration with all the Operations Unit Team members to ensure timely support to the CO on operational matters.

Under the direct supervision of the Operations Manager, UN Volunteer will undertake the following tasks: ● Assist the Operations Unit, in collaboration with the Programme Unit, in providing support and advice to the CO on operational and programme matters. ● Undertake all logistical, administrative, and financial arrangements required for the organization of technical workshops, inter-agency meetings, missions, and other events organized by the CO. ● Prepare Travel Authorizations for staff and their eligible family members traveling on official missions, home leave, education grant travel, etc; ● Arrange entry visa, air tickets and travel advances for official missions; ● Process Travel Claims of staff and external supported delegates/partners as per UNFPA policies and procedures. ● Contribute to maintaining the office filing system and assist in archiving. ● Prepare requisition requests in ATLAS/Quantum with input from the Operations Unit members. ● Assist in monitoring the implementation of IP and CO audit recommendations. ● Contribute to managing office stationary/stock and taking necessary records to account for its use. ● Support implementation of travel and administrative management best practices, ensuring that relevant tools are timely updated. ● Support the routing of payments via the AODOCs electronic document and transactional management system. ● Organize, compile, and process information from donors, Regional Office, Implementing partners and auditors. ● Provides support to reviewing the accuracy and completeness of specifications for good/services to be contracted (Air tickets, Catering, Conference venue, etc.); ● Support the development and management of the rosters of suppliers for administrative services. ● When required, assist during asset inspection and verification ● Maintains an accurate and updated list of relevant UNFPA administrative services agreements and LTAs in place with dates of renewals. ● Receive, track and process invoices related to administrative services. ● Assist in the timely completion of customs clearance and in-country transportation, distribution plan and Handover of commodities to IPs. ● Assist in the proper filling of all procurement and inventory management related documents. ● Carry out any other duties as may be required. Furthermore, UN Volunteers are required to: ● 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. ● Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities. ●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.

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client oriented. • Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender. • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility, adaptability, and ability and willingness to operate independently in austere, remote, and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary. • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity, and self-reliance; and commitment towards the UN core values.

Logistical support • Managing documents, correspondence, and reports • Managing information and workflow • Planning, organizing and multi-tasking • Managing financial processes • Proficiency in current office software applications; good basic knowledge of finances and mastery of a series of financial and spreadsheet software. • Capacity to take initiatives and to anticipate • Demonstrated ability to work in a team environment • Good knowledge of IT utilization. • Excellent communication and interpersonal skills and ability to promote the core values of UNFPA to the non-governmental, educational, business and government sectors; • Other significant assets will be advanced user-level ICT skills, experience in working with multiple partners and a passion for bringing about change to improve human development. • Knowledge of UN procedures will be an asset,

The Republic of Rwanda is a small landlocked country in the Great Lakes region of east-central Africa, bordered by Uganda, Burundi, the Democratic Republic of the Congo and Tanzania. With almost 10 million people, Rwanda supports the densest population in continental Africa most of whom engages in subsistence agriculture and 3/4 of the population live below the international poverty line of US$1.25 a day. Rwanda is a verdant country of fertile and hilly terrain and bears the title "Land of a Thousand Hills".

The country has received considerable international attention due to its 1994 genocide, in which between 800,000 and one million people were killed. In 2008, Rwanda became the first country in history to elect a national legislature in which a majority of members were women. The country now has many international visitors and is regarded as a safer place for tourists. The principal form of public transport in the country is share taxi, with express routes linking the major cities and local services serving most villages along the main roads of the country.

A valid passport with visa is mandatory. In view of the bilateral agreements, nationals of the following countries may visit Rwanda without visa for a period up to 90 days: USA, UK, Germany, Canada, Uganda, Tanzania, Kenya, Burundi, Democratic Republic of Congo, Sweden, Mauritius, South Africa and Hong Kong. Visas can be applied online at www.migration.gov.rw A certificate of yellow-fever vaccination is required. Much of Rwanda lies at too high an elevation for malaria to be a major concern, but the disease is present and prophylactic drugs are strongly recommended. It is advisable not to drink tap water. Bottled mineral water can be bought in all towns. Hospitals are located in all major towns. There is also the UN Dispensary that can provide 1st aid assistance and guidance.

A combination of tropical location and high altitude ensures that most of Rwanda has a temperate year-round climate. Temperatures rarely stray above 30 degrees Celsius by day or below 15 degrees Celsius at night throughout the year. The exceptions are the chilly upper slopes of the Virunga Mountains, and the hot low-lying Tanzania border area protected in Akagera National Park. Throughout the country, seasonal variations in temperature are relatively insignificant. Most parts of the country receive in excess of 1,000mm of precipitation annually, with the driest months being July to September and the wettest February to May.

The unit of currency is the Rwanda franc. The US dollar is the hard currency of preference. It may be impossible to exchange travellers’ cheques away from the capital. Credit cards are usually only accepted at the major hotels in Kigali.

In addition to Kinyarwanda, French and English are the major spoken languages. Any information on job opportunities for spouse/partner?

From the last ten years, Rwanda embarked on the use of ICT in many sectors to improve efficient service delivery. In that regard, Human Resource process outsourcing is one the areas using online technologies to facilitate the communication between job seekers and employers operating in Rwanda e.g. Public or private sector, Local and International Organizations engaged in various sectors.