Senior Operations Associate

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Description

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Under the supervision of the Finance Specialist, the Senior Operations Associate is responsible for providing critical support across a range of operational functions within the Office of Innovation. This role ensures the efficient and effective management of consultant recruitments, financial transactions, and operational systems. The Senior Operations Associate must demonstrate a strong understanding of UNICEF’s financial and operational processes, ensuring compliance with UNICEF’s policies and regulations. The role requires a proactive and organized individual who can work independently, research and adapt to irregular cases, and recommend improvements to enhance process delivery and design. By supporting both administrative and operational functions, the Senior Operations Associate plays a vital role in maintaining the office’s efficiency and effectiveness.

Summary of key functions/accountabilities:

• Support to Financial Control
• Contracting of Consultants and Service Providers
• Analyze and Prepare Reports
•  General Operations and Governance Support

Support to Financial Control

• Review and submit payment for GSSC related to Harmonized Approach to Cash Transfers (HACT), utility payments, supplies, Purchase Orders (POs), advances, and other payments. Ensure all requests include the necessary supporting documents, are certified by the staff responsible, and are coded correctly. 
• Managing the transition of UNICEF’s funding sources, ensuring compliance with policies, and maintaining clear communication with stakeholders.
• Monitor and advise budget owners on the financial status of projects, identifying potential under- and over-expenditures, and recommend reallocation to optimize available funds.
• Oversee cost distribution and manage payroll related operations to ensure accuracy and compliance.
• Provide relevant information in response to audits
• Contracting of Consultants and Service Providers
• Facilitate the processing of contracts for consultants and external partners, ensuring timely completion of contracting actions as per the Division of Human Resource (DHR) procedures and guidelines.
• Draft purchase orders and contract documents based on approved Term of References (ToRs), technical, and financial evaluations.
• Assist in monitoring PO status by preparing regular and ad-hoc management reports.
• Maintain updated databases of contracts and follow up on contract expirations, renewals, or closures as needed.
• Provide support to oversight of contract management.

Analyze and Prepare Reports

• Conduct timely analysis of General Ledger (GL) open item reports uploaded by the Division of Financial and Administrative Management (DFAM) on SharePoint.
• Prepare and submit reports to DFAM on SharePoint for monthly, quarterly, and annual period-end closures.
• Generate periodic and ad hoc management reports promptly to ensure comprehensive insight into financial transactions and status.
• Regularly review Insight Reports and KPI Dashboards, taking prompt action to resolve outstanding issues.

General Operations and Governance Support 

• Act as the focal point to provide user accounts (ID) for VISION through the IRC platform, and manage ZVISA Application, including Table of Authority (TOA) updates and role mapping reconciliation, as well as segregation of duties (SOD) monitoring/mitigation. 
• Maintains files of delegation letters.
• Contribute to the development and delivery of operational training programmes. 
• Manage knowledge sharing initiatives to enhance process delivery and design.
• Serve as the focal point for travel-related matters, providing guidance and clearing travel dashboards as per UNICEF guidelines.
• Act as an alternate member of the Partnership Review Committee (PRC) Secretariat and officer-in-charge for all HACT-related management.
• Act as an alternate member of the Contract Review Committee (CRC) Secretariat.
• Perform other duties as required.
• Oversee the maintenance and organization of crypto contracts and related files.

To qualify as an advocate for every child you will have…

Minimum requirements:

Education:

• Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job.
• Professional and/or university courses related to the field of work are highly desirable.

Work Experience: 

• A minimum of seven (7) years of relevant professional work experience at both national and international levels in office management, administration, finance, accounting, human resources, supply, or any other relevant function is required.
• Work experience in emergency duty station.
• Language Requirements: Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/574431

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