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.

Description of task

Under the direct supervision of the UNFPA Operations Manager and/or Administrative Associate, the national UN Volunteer will undertake the following tasks:

• In coordination with the programme team, guiding the routine implementation of assigned projects, coordinating delivery of project inputs, and ensuring the participation of relevant stakeholders.
• Participating in the identification and formulation of the CO programme and project proposals by compiling and analysing information in the subject areas of UNFPA assistance, compiling project documents and work plans and preparing tables and statistical data.
• Ensures efficient administrative and logistics support, focusing on achievement of the following results: follow up with clearance agent on ongoing customs clearance processes;
• Follow up with CECOMA staff on delivery of commodities in collaboration with Wolrd Bank (WB).
• Ensure that goods procured under program procurement plan are delivered to IP on time bases.

• Follow up with suppliers and obtain quotation and deliveries, prepare payment requests and ensure that vendors POs are paid and files are well arranged.

• Assists in the management of the Country Office budget by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the Country Office.

• Maintains an effective financial recording and reporting system, and processes financial transactions in an accurate and timely way.

• Reviews and monitors charges for common services and cost recovery taking into account maximum cost efficiency.

• Maintains the inventory and stock of supplies and spare parts; support in the coordination of the provision of reliable and quality office supplies.
• Support/tracking and monitoring assets management in the CO and for the periodic inventory reports.
• Extracts data from various sources; prepares statistical charts, tables and reports as required;
• Support in the organization of office meetings and events; tracking and preparingminutes of meetings
• Provision of efficient filling and organization of documents.
• Support knowledge building and knowledge sharing,
• Assistance in review vehicles log books/fuel registration,
• Any other duty, as may be required,

Educational additional comments

Bachelor's degree in business administration, Management or Accounting.

Experience remark

• Background qualification in secretarial science and office administration is preferable.

• At least one year of relevant experience in Operations related issues, monitoring and data support systems in the national and international organizations, in the private or public sector.

• Previous experience in the UN is an asset;

• Ability to write well is essential.

Functional Skill Set:

• Managing documents, correspondence and reports
• Strong interpersonal and organizational skills;
• Managing information and workflow
• Planning, organizing and multi-tasking
• Managing financial processes
• Job knowledge / technical expertise
• Demonstrated ability to work in a team environment
• Internal and external communication for resource mobilization

Language skills

• Portuguese(Mandatory), Level - Fluent
• English(Mandatory), Level - Working Knowledge

Area of expertise details

• Proficiency in current office software applications with good basic knowledge of finances and mastery of a series of financial and spreadsheet software.

Competencies values

Communication, Creativity, Ethics and Values, Integrity, Respect for Diversity, Working in Teams

Application procedure

• Not yet registered in the UNV Talent Pool? Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply. * Already registered in the UNV Talent Pool? Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply. Application deadline: 22 July 2021