Operations Assistant, GS-5, Brasilia, Brazil

The Operations Assistant is responsible for executing a broad variety of standardized administrative tasks for the Operations Section requiring knowledge of UNICEF administrative, finance, Human Resources, Procurement and ICT procedures, processes and policies. In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position

The Operations Assistant is responsible for executing a broad variety of standardized administrative tasks for the Operations Section requiring knowledge of UNICEF administrative, finance, Human Resources, Procurement and ICT procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Key Accountabilities and Duties & Tasks

1. Section work plan development, planning and execution.

Assist in the compilation of data and information on subject matters relevant to the work of the section to facilitate preparation of reports, working papers, and presentations.  

Assist in the follow up on actions related to the various activities and on some management maters, requiring timing, self-initiative and setting of priorities.

Photocopy and distribute documents to other staff members. Whenever necessary, access VISION and carry out activities demanded.

Prepares and maintains agendas on meetings and events related to the work group commitments and maintains Chief of Operation’s calendar. Receive visitors, place and screen telephone calls and-or refer them to the appropriate staff member or provide information required personally.

 Assist in arranging meetings, workshops and training courses pertaining to section workplan and office learning plan, and provides support in making the necessary logistical arrangements.

 2. Travel, events and meetings

• Provides assistance to supervisor and other staff in section for travel arrangements and liaises with travel focal point to ensure that the organization obtains the best service and price for all travel.
• Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.
• Assist in arranging meetings, workshops and training courses pertaining to section workplan and office learning plan, and provides support in making the necessary logistical arrangements.

General Administrative Duties

• Maintain Section electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.
• Maintain attendance records / act as a leave focal point for the section.

Qualifications of Successful Candidate

Education

- Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

Experience

A minimum of 5 years of progressively responsible administrative or clerical work experience is required. Knowledge of Word processing, spreadsheet and data processing is required.

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.

Office Management Skills – Five 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

- Fluency in Portuguese and English is required. Knowledge of an additional UN Language (Arabic, Chinese, Russian, Spanish) is considered an asset.

Competencies of Successful Candidate

Core Values

• Commitment
• Diversity and inclusion
• Integrity

 Core competencies

• Communication (I)
• Working with people (II)
• Drive for results (I)

Functional Competencies:

• Analyzing [I]
• Learning and Researching [I]
• Planning and Organizing [I]
• Following Instructions and Procedures [I]

To view our competency framework, please click here. 

Please note that this Vacancy Announcement is open for competition to Brazilian nationals only.

UNICEF is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all religious and ethnic backgrounds, representing the diversity of Brazil, such as black and indigenous people, to apply to become a part of our organization. Candidates will be treated equally regardless of gender, sexual orientation, special needs, social and HIV/aids status. UNICEF is a smoke-free environment.