Operations Associate, General Service Level 6, Warsaw, Poland

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. 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, A CHAMPION.

The current Ukrainian crisis had a significant impact on the lives of children and families in communities throughout the country. According to official statistics, around 1.2 million refugees have been registered in Poland. Around 50% of them are children under 18 years and around 75% of them are women and children. UNICEF has established an emergency response office in Poland and initiated a cooperation agreement with the national and municipality authorities and local NGOs to provide crisis support to the Ukrainian Refugees.

How can you make a difference?

Under the supervision and guidance of the supervisor, the Operations Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the Operations section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Key functions, accountabilities and related duties/tasks:

General office support

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.
• Schedule appointments and meetings where required.
• Maintain and generate automated databases containing statistics and generating periodic reports including HR related report; and performing a variety of administrative duties (e.g., leave recording, etc.).
• Communicates routine and some non-routine information pertaining to the work of the team.

• Supports administration and coordination of office space arrangements.

  Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings

• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
• Draft and/or process a variety of correspondence and other communications.

• Manages incoming and outgoing correspondence, e-mails and phone calls.

  Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.

• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials on the intranet.

• Prepares and maintains agendas on meetings and events related to the work group commitments.

  Travel Support

• Support travel assistance to staff members in the Operations section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel (in coordination with Admin Unit).

• Assist the briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Assist the extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Assist in the monitoring of travel certification and report back to the team.

Invoice Processing Support

• Support in collecting invoices and filing documents for approval and, transmission to Finance Unit for processing.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Assist in monitoring adequate and appropriate use of office supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

• Support in arranging for the purchase and timely distribution of office supplies.

  ICT Support

• Perform a range of procedural activities in support of ICT to ensure effective communications with client departments/divisions/offices and efficient provision of support to ICT staff.

• Serve as back-up support in terms of providing access to local shared folders and updating emailing lists, etc.

As a champion for every child, qualifications are…

• Completion of secondary education. Professional/university level courses in any degree is considered an asset.
• Minimum of six years of relevant administrative or clerical experience. If the candidate has a completed university degree, four years of relevant work experience may be considered. If the candidate has a completed advanced (master's) degree, two years of relevant work experience may be considered.
• Experience in an international organization and/or large corporation is preferred. Experience in a UN system agency or organization is considered as an asset.
• Advanced knowledge of Microsoft Office, especially Excel required.
• Fluency in English and Polish. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability (CRITA) 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.

Remarks:

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

This position is classified as temporary and does not carry any expectancy of renewal and will not be converted to any other type of appointment.

UNICEF appointments are subject to medical clearance. 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.

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