Operations Assistant

UNITED NATIONS CHILDREN’S FUND

JOB PROFILE
I-Post Information

Job Title: Operations Assistant
Supervisor Title/ Level: Chief of Operations, P4
Organizational Unit: Operations
Post Location: Jerusalem, State of Palestine

II-Organizational Context and Purpose for the job

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.

Job organizational context (Please outline the type of office this position is in, in addition to its supervisor) :
This position reports to the Chief of Operations in the Jerusalem Office in the State of Palestine. 

Purpose for the job (Please outline the overall responsibility of this position)

This position reports to the Chief of Operations with responsibility to provide administrative support services based on general directions from the supervisor.


III-Key functions, accountabilities and related duties/tasks (Please outline the key accountabilities for this position and underneath each accountability, the duties that describe how they are delivered. Please limit to four to seven accountabilities)

Summary of key functions/accountabilities:
Summary of key functions/accountabilities:

1-Administrative support services to the Chief of Operations to facilitate smooth running of the operations section and effective processing of information and data.

-Helps manage the immediate office operations with respect to communications, meetings and work flow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines.

-Establishes internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the supervisor.

-Arranges appointments and maintains supervisor’s calendar, receiving high ranking visitors, places and screens telephone calls and answers enquiries; Organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follows-up on required actions.

-Receives screens and registers correspondence and documents.

-Collects and prepare briefing materials for supervisor concerning official trips or special meetings. Undertake travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations.

2-Professional image projected through in-person and telephone interaction.  Discretion exercised with confidential information and complex sensitive subject matter.

-Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team. 

-Establishes and maintains a records management system containing reference materials and confidential records as required.

3-Maintain effective and update filling system for Operation related documents and Monitoring sheets, Operations Unit Work Plan and priorities

-Compiles Original of Institutional SSA packages and follow up on the expiry date of the contracts, gets evaluation reports from concerned sections and files appropriately

-Maintain monitoring tables for long term arrangements, invoices tracking sheets, payments of entitlements for IP staff (SOLA, Home Leave, RR)

-Records on the HR Data base National staff UN LP, keeps up-to-date the list of UNLPs and stored in the safe.

-Monitoring all incoming Bids and share a report with Supply Manger & chief of operations after the Closing Date.


-Assembles documentation for CRC reviews, check completeness of documents and convenes CRC meetings and acts a secretary during meetings.

-Maintain operations unit work plan and Unit priorities, organize meetings for Operations units with the Chief of Operations to follow up on the achievements of the Work Plans.

4-Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives

-Prepares correspondence for the supervisor’s signature, and may make informal translations into another official language as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval.

-Communicates sensitive information to senior level managers and coordinate responses to sensitive inquiries on behalf of the supervisor. 

-Selects and makes pertinent abstracts and undertake searches for information as directed.
  
5 Assignments of additional duties and responsibilities are effectively performed.
-Performs other duties as assigned by the supervisor

IV-Impact of Results (Please briefly outline how the efficiency and efficacy of the incumbent impacts its office/division and how this in turn improves UNICEF’s capacity in achieving its goals)


Recommendations are made to the Chief of Operations on various operational issues including utilization of budget to increase efficiency

V-Competencies and level of proficiency required (please base on UNICEF Competency Profiles)

Core Values

-Commitment
-Diversity and inclusion
-Integrity

Core competencies
-Communication
-Working with People
-Drive for Results

Functional Competencies:

-Analyzing
-Learning and Researching
-Planning and Organizing
-Following Instructions and Procedures
-Adapting and Responding to Change


VI-Recruitment Qualifications

Education:
Completion of Secondary School Education. Bachelor’s degree in Administration.


Experience:

4  years of experience in Secretarial or administrative functions, including on the job training in general office systems and procedures. Knowledge and skills in using standard office computer applications.
   
i. IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems

ii. Office Management Skills – Four years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints



Language Requirements:

Fluency in English and local working language of the duty station Working knowledge (Level C) of one language of the Organization is required.

General Conditions: Procedures and Logistics
-UNICEF's salary and benefits are based on the United Nations Common System for national staff
-If you have experience in working in a similar capacity and want to make an active and lasting contribution to build a better world for children and match the profile outlined, send a detailed curriculum vitae in English AND a duly completed United Nations Personal History form (P11) together with a covering letter.  The P11 form can be downloaded from here
 

P11 form

-Deadline for Receipt of Applications: 28 April 2015
-Applications should be submitted by either mail and marked confidential or e-mail through UNICEF State of Palestine vacancy generic account and should be addressed to the following and please quote vacancy notice number HR/VN/2015/05 and post title to:

Chief of Operations
UNICEF State of Palestine
P.O. Box 25141, Beit Hanina, Jerusalem
Or
Email: [email protected]

-Applications, which do not meet the specified minimum requirements or those that will be received after the closing date will not be considered.

-UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

UNICEF is a smoke free environment

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