Operations Associate

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Description

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Below the supervision and steering of the supervisor, the Operations Affiliate is chargeable for executing a broad number of procedural and specialised administrative and procurement duties requiring in-depth information of UNICEF administrative procedures, processes and insurance policies.
Help to Operations Administration:

• Guarantee availability of well timed, full and correct info and information for getting ready part work plans and particular mission administration plans.
• Monitor Operations work plan implementation in opposition to established milestones
• Comply with up on established deadlines and guaranteeing well timed submissions by employees of experiences, correspondence and different paperwork.

Administration:

• Help within the administration of transport requests and correct use of Nation workplace motorcar per UNICEF coverage
• Help within the monitoring of administration contracts
• Liable for accumulating invoices and filling paperwork for approval and, thereafter, submitting in VISION and in exhausting copy for all Administration and Provide associated bills
• Uploads digital information in VISION transactions and verifies outcomes to vacation spot system
• Responds to shopper transaction standing and inquires
• Maintains coverage, confidential and normal information and ensures that each one manuals and directions are up-to-date and simply accessible. Retains reference information on varied topics.
• Acts as a focus for the coordination and compilation of paperwork throughout the Operations Part.
• Performs different duties, as required

Journey:

• Offers journey help to employees members in part for journey preparations primarily based on the group’s guidelines and insurance policies. Liaises with related journey focal factors to make sure that the group obtains the very best service and worth for all journey.
• Briefs/de-briefs employees members on points associated to administrative issues reminiscent of visas, safety clearance, and documentation procedures amongst others. 
• Assists within the preparation of budgets on journey and maintains journey plan and budgetary management information.
• Screens journey certification and experiences again to the group periodically.

Provides/Gear:

• Helps administration of administrative provides, workplace gear, and updating stock of things.
• Screens and supervises sufficient and applicable use of provides. Ensures that providers and upkeep of premises are in accordance with organizational requirements.
• Arranges the well timed buy and environment friendly distribution of workplace provides.

Procurement:

• Assists monitoring assigned requisitions to make sure completion of procurement actions in a well timed method.
• Obtains quotations, points invitation to bids to authorized and listed suppliers, arranges and participates in bid openings, compiles worth tabulations with worth rankings and proposals for order placement for low worth procurements.
• In liaison with Senior Provide Affiliate, corresponds with programme Sections and suppliers on provide and procurement issues.
• Generates and compiles quite a lot of provide associated experiences from VISION and monitoring experiences from the Provide dashboard.
• Present information associated to procurement, together with help in forecasting, requisitions acquired, orders positioned, incoming items, precise supply schedules.
• Prepares periodic experiences, and ad-hoc experiences as wanted.
• Acts as alternate secretary to the CRC for provide associated points and prepares paperwork for assessment.
• Maintains provider database and information with full info, in accordance with UNICEF provide tips. Assists with conducting native market surveys on ongoing foundation.
• Prepares Direct Orders (Buy Orders) in opposition to present Lengthy-Time period Preparations (LTAs) guaranteeing that the LTA has legitimate portions and lead-time meets necessities for low worth procurement
• Maintains buy order/contract information with all required procurement documentation (POs, invoices, supply receipts, fee requests, correspondence, and so forth.).

Recruitment {Qualifications}:
Schooling:

• Completion of secondary training is required, ideally supplemented by technical or college programs associated to the sector of labor

Expertise:

• A minimal of 6 years of related administrative or clerical work expertise is required.
• Sturdy organizational, planning and prioritizing abilities and skills.
• Excessive sense of confidentiality, initiative and common sense.
• Potential to work successfully with individuals of various nationwide and cultural backgrounds.
• Sturdy workplace administration abilities.
• Excessive consideration to element.
• Potential to successfully handle the part’s materials assets and monitor its price range.
• Good analytical abilities.
• Expertise utilizing MS Phrase, Excel, PowerPoint and different UNICEF software program reminiscent of SharePoin
• Prior expertise in programme help capabilities is an asset.
• Related expertise in a UN system company or group is taken into account as an asset

Language Necessities:

• Fluency in English is required. Data of one other official UN language (Arabic, Chinese language, French, Russian or Spanish) or a neighborhood language is an asset.

Supply: https://jobs.unicef.org/cw/en-us/job/567795

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