Operations Associate, (G-6), Maiduguri, Nigeria, #72046

Under the supervision and guidance of the Operations Officer, the, Operations Associate to provides wide range of operational and administrative support activities to the office. The efficiency and effectiveness of support provided by the Operations Associate ensures that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, deliver

How can you make a difference?

1. Responsible for the proper upkeep, maintenance of office premises and/or replacement, office furniture and equipment to ensure that they are appropriate and in good working conditions for all staff and in line with budgetary limitations and operations work plan.
2. Prepare Terms of reference (TOR) for all above related services for review by the supervisor and create requisitions to initiate the procurement process for institutional contracts and/or individual contractors.   Ensure that there is always an adequate supply of non-expendable property and maintain accurate control of the inventory and participate in their physical verification.
3. Provide operational and administrative support for the organization of internal management and operational meetings such as Operations Meetings, CRC Meetings, annual reviews, work planning meetings, workshops, Heads of Units meetings and operations sections’ meetings as well as recording of minutes and/or notes at such meetings.
4. Coordinate arrangements for airport pickups, hotels and all other matters relating to the reception of staff and visitors. Assist in giving logistical support for meetings, workshops and training courses.
5. Responsible for travel management in terms of flight bookings and tickets, review/posting of Travel Authorization (TA) and the related DSA in the system, all in accordance with the rules and policy and maintain the necessary records. Ensure the office open TA are timely closed.
6. Assist in providing briefing and induction to new staff during their onboarding process, assist in providing advice and information to all categories of staff in the areas related to HR, Supply, Administrative and Financial rules, procedures and policies, including drafting replies to queries from staff. Prepare on own initiative, correspondence, reports, briefing, etc. on HR and other operations matters, some of a confidential nature.
7. Responsible for the proper record keeping of monthly attendance sheets and absences including Rest and Recuperation (R&R) and SECTO for all staff where applicable, and timely perform all related transaction in VISION and maintain all hard copy records as well. Periodically produce the utilization report for both R&R and SECTO for the management’s follow up.
8. Supervise the work of the Drivers, and Operations Assistant who are staff members in addition co-ordinate the work of Cleaners and office service contractors and manage or assist in managing all related contracts including conducting performance evaluation of contractors.
9. Assist to ensure an effective communication system (telephone, telex, fax, radio etc) is in place in the office, ensure that all related bills are paid promptly and charges for private calls are collected from staff.
10. On a periodic basis, review the personnel filing system and recommend appropriate adjustments and improvement to ensure easy retrieval and optimal benefit from the system.  Maintain and update operational, policy, management and confidential files and records; search, collate and, prepare abstracts of information which may be required from time to time and prepare background material for operational and management meetings as well as maintaining policy, confidential and general management files.
11. Assist in liaising with other UN agencies on shared services arrangements or common services, ensure participating agencies are billed and cost are timely recovered for the common services where UNICEF is the lead agency.
12. Prepares, on own initiative, correspondence, reports, evaluations and justifications, as required, on general operational and administrative issue and specialized tasks which may be of a confidential nature within the assigned area of responsibility and ensures follow-up action.
13. Liaise with the country office and support requests relating to HR Admin, Supply and Finance activities as may be requested; and supervise the staff under his/her supervision.
14. Perform any other duties in relations to operations activities or scope of works as may be assigned by the supervisor or the management.

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

The following minimum requirements:

• Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization
• Work Experience: At least six (6) years of relevant work experience including progressively responsible work in office administration, human resources or clerical work.
• Language Requirements: Fluency in English is required.

The following desirables:

• Familiarity with emergency.
• Language: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The 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 [add the 8^th competency (Nurtures, leads and manages people) for a supervisory role]. 

Familiarize yourself with our competency framework and its different levels.

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 does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. 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.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable [Insert candidates from targeted underrepresented groups] are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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. 

CO/ HQ specific: visa residence requirements: i.e.: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.