Internal/External Vacancy Announcement: Operations Associate GS6, TA, Menaka-Mali

Under the general supervision of the Operations Officer, the incumbent performs operations support functions, which will include supervision of operations clerical and administrative staff engaged in fields of work, such as personnel, finance, registry, supply and transportation, as indicated by the requirements and structure of the organization.

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, hope 

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Strategic office context  :

UNICEF Mali Country Programme (2020-2024) is aligned with the United Nations Sustainable Development Cooperation Framework (UNSDCF) 2020–2024, the United Nations integrated strategy for the Sahel, the UNICEF Strategic Plan, 2018–2021 and the UNICEF Gender Action Plan, 2018–2021. The vision of the Mali country programme of cooperation is that children and adolescents, both girls and boys, especially the most disadvantaged, deprived and hard-to-reach and those affected by crises, live and participate in resilient communities, enjoying a protective, nurturing and supportive environment that allows them to unlock their full potential throughout their lives. towards the Sustainable Development Goals. The emphasis is on increased demand for and delivery of integrated and inclusive services through a focus on three key windows of opportunity, supported by two cross-cutting programme components: (a) The early years (0–5 years), focusing on health, nutrition, birth registration, water and sanitation, protection and early learning for school readiness; (b) The formative years (6–12 years), facilitating successful transitions, with an emphasis on safe and inclusive quality education and the prevention of violence and exploitation; (c) The second decade (13–18 years), focusing on adolescent empowerment, skills development, well-being, the promotion of child-friendly behaviours and the prevention of violence and exploitation; (d) An enabling environment for community resilience through active participation in social service management, monitoring and social protection; (e) Programme effectiveness.

How can you make a difference?

Key End-Results:

• Professional image projected through in-person and telephone interaction, especially in interacting with internal and external partners such as suppliers, banks and admin authorities in Menaka. 
• Discretion exercised with confidential information and complex sensitive subject matter.
• Knowledgeable delivery of operations and administrative quality services contributing to achievement of work objectives.
• Well managed and effective office operations, systems and procedures to facilitate team work
• Staff is advised and assisted in the area of office operations and management. 
• Day-to-day meetings on operations matters are attended and minuted; discussions of new or revised procedures and practices are carried out; interpretation and assessment of the impact of changes; and recommendations for follow-up actions are provided

Operations Assistance support services to the Operations Officer and Chief Field Office to facilitate smooth running of the Sub-Office and effective processing of information and data.

• Provide support to supervisor in tasks related to the effective operations of financial and administrative management in Menaka.
• Provides timely and efficient administrative support and services to Menaka sub-office
• Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes and in the establishment and maintenance of administrative services and budget
• Assist in effective functioning and the management of Menaka guesthouse ensuring booking, proper recording, performance & payment of personnel, and timely recovery of payment due by guests.
• Provide Admin and HR support in the installation of staff in Menaka upon arrival.
• Ensures that all administrative, HR and financial transactions are effective and registered in VISION in a timely manner:
  • Office invoices and renting agencies invoices are treated in line with guidelines and transmitted to main office for timely follow-up.
  • Requistions drafted in accordance with administrative, Finance, HR and Supply procedures  
  • Assets management in compliance with the applicable policies, procedures, rules and regulations.
  • Staff duty travel (UNHAS) treated based on rules and procedures
  • Finance related invoices are timely process in line with applicable procedures
• Supports in the management of administrative supplies, office equipment and vehicles, updating inventory of items
• Back-up for the VISION PC (operations part, transactions to be performed issuance of TRIP, and processing of payments (FV60, MIRO, prepayments)
• Daily managing of the sub-office fleet in terms of people and vehicles, dispatching drivers. Planning of both internal travels within Menaka and cross-departmental field missions.
• Works closely with team colleagues and provides support in achievement of work priorities and objectives.

Impact of Results

The post will cover a variety of tasks linked to a specific work plan. While detailed instructions will be given to the incumbent, the volume and variety of work require the incumbent to check own work and to take initiative in identifying potentially problematic situations and discussing with supervisor. Completed work is normally accepted as technically correct.

Key work relationships are within and outside the organization.

Inside the Organization Broad range of contacts at all levels throughout the Organization, with regard to coordination of work, follow-up matters, meeting arrangements, dissemination of information and sharing.

Outside the Organization Senior managers from external organizations and agencies - for the purpose of meeting coordination and arrangements, exchange of information, and requests for materials.

Independence The post works independently within broad guidelines and is proactive in accomplishing tasks amid competing priorities and deadlines.  Familiar with organizational systems and structure and is resourceful and motivated in gauging appropriate course of action in order to meet objectives. 

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

Education:

Completion of secondary education is required, with a preference of supplementary technical or university courses related to the operations functional area of the organization (Finance, Administration, Human Resources, ICT, Supply and Logistics).

Experience:

Six years of progressive experience in clerical or administrative work, some of which should have been specifically in one or more operations management area including budget; financial management and reporting; facilities management; administration; supply and logistics management; information and communication technology; human resources.

Knowledge and skills in office management and organization of meetings and events.

Experience in a UN system agency, large private or public company, or experience working in a developing country and/or humanitarian/ emergency context is an asset

Language Requirements:

Fluency in French is required. Working knowledge of English is considered an asset.

Speaking the local language would also be an asset.

For every Child, you demonstrate…

Core Values attributes

• Care
• Respect
• Integrity
• Trust
• Accountability
• Sustainability

Sustainability

Core Competencies (For Staff without Supervisory Responsibilities)

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

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 here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
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 is committed to promote the protection and safeguarding of all children. 

Remarks:

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