Operations Associate

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UNICEF - United Nations Children's Fund

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Application deadline 1 year ago: Wednesday 21 Sep 2022 at 21:55 UTC

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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.

Salary

The salary for this job should be more than 1,918 USD.

Salary for a G-6 contract in Tirana

The salary of a G-6 depends on the duty station. The minimum salary there is 183,917 ALL (~1,918 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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.

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, Love and Education

How can you make a difference?

Job organizational context:

The Operations Associate, (GS6 level) will be part of Operations Section and reports to Operations Manger.

Purpose for the job:

Under the supervision and guidance of the Operations Manager, the Operations Associate is responsible for executing a broad variety of routine and standardized tasks for the Operations section, requiring thorough knowledge of UNICEF procurement, human resources, administrative procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Summary of key functions/accountabilities:

Procurement Functions

  • Act as focal point between Supply Division, UNICEF Country Office, and Government of Albania entities for procurement of Vaccines, ARV medicines or other commodities requested by Albanian government.
  • Ensure consistency between the documentation provided by international forwarders and suppliers and the documents required for custom clearance of supplies. Ensure completion in due time of follow up actions or messages related to PS.
  • Ensures that the solicitation process of goods and respective documentations follow the procurement regulations and are properly maintained.
  • Organizes Invitations to Bid and Request for Quotations for goods and ensure that technical specifications and quality of procured supplies to match the Programme and beneficiaries’ requirements.
  • Prepare comparative tables and summary of bids, including information on price and conditions to offer
  • Maintains procurement files and records (for goods) to ensure compliance with rules and regulations, provides advice, guidance, and interpretation of regulations to staff members.

    Human Resources

  • Ensure that staff leave, and attendance are properly recorded. Maintain attendance records and act as leave Focal Point in the office

  • Briefs/de briefs staff members and consultants on issues relating to administrative matters such as visas, permit of residence, security clearance, documentation procedures.
  • Ensure timely submission of requests to Ministry of Europe and Foreign Affairs for long term visa (D type) and ID cards for IP staff and submission of requests for UNLP as appropriate.
  • Management of engagements of UNICEF Individual Contractors for photographers, video producers, translation/interpretation, and editing/proofreading services. This includes also preparing and filing of documents (electronic and physical copies as per HR policy), completing necessary forms and templates.
  • Facilitates the processing of contracts for consultants that provide a service to the Operation Section.
  • Act as Focal Point for monitoring and control of contracts for consultants and individual contractors. Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
  • Assists in HR non-sensitive transactional work

Finance/Invoice Processing

  • Administration of incoming invoices for the office: follow-up with Budget Owners (certifiers) for completing the payment packages and submit it to Finance Associate. Keep record on their status.
  • Assist Finance Associate (quarterly) with preparation of respective packages of VAT claims for reinbursements by the MOEFA.
  • Act as Finance Local Focal Point (LFP alternate). Drafting invoice processing in Service Gateway during the absence of Finance associate, following up approval and, thereafter preparing payment orders, bank orders, collecting signatures in accordance with Signatory Panel and following up with the correspondent bank.
  • Administration and custodian of petty cash

Communication Workflow

  • Assist the Operations Manger to ensure up to date workflows and Standard Operations Procedures (SOPs), reflecting eventual changes of policies and/or office context.
  • Facilitates the communications and workflow of the Operations section to enhance the efficiency and timeliness of operations.
  • Communicates routine and some non-routine information pertaining to the work of the team.
  • Establishes and maintains the office filing and reference systems, both hard copy and digital.
  • Takes minutes of Operation Team meetings, ensuring accuracy, and coherence
  • Support with other operational tasks when required

To qualify as an advocate for every child you will have

  • Completion of secondary education is required. Technical or university courses related to the field of work and/or university degree will be considered as asset
  • A minimum of 5 years of relevant professional experience in administrative or clerical work experience is required, preferably in Operations
  • Similar experience from UN system organization will be considered as an asset.
  • Fluency in English and Albanian language is required.

For every Child, you demonstrate

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues

UNICEF competencies required for this post are

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

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.

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

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF appointments are subject to medical clearance. Appointments are 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.

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