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Operations Assistant, (GS-5), Guatemala City, Guatemala #90554

Guatemala City (Guatemala)

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Guatemala City (Guatemala)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2022-01-21

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UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

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, opportunity.

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.

How can you make a difference?

Under the supervision of the Operations Manager, the Operations Assistant is accountable for management of cost-effective, efficient and secure operations, in support of management, administration and implementation of the country programmes in strict compliance with the rules and regulations and in accordance with the CO strategies and plans.
 
The below tasks are expected to be carried out with a high level of independence:
 
Key functions, accountabilities and related duties/tasks

1. Office Planning: Supports in the preparation of office/cleaning/ supply plan for common premises; prepares routine/recurrent service requirements for premises (utilities, cell phones, equipment, furniture, etc), vendor relations/liaison and common premises management. 2. Administrative Support: Space management, transport services, vehicle use and maintenance, equipment, conferences, document reproduction, communications, bill payments for utilities.

3. Property management: Asset Management for UNICEF and common premise agencies (as per request), inventory controls, member of Property Survey Board, monitoring of appropriate use of supplies/equipment in coordination with ICT.

4. Maintains financial records for projects or other office accounts for which responsibility is assigned. Codes and records receipts and payments, assures accuracy of computation and completeness of documents, and maintains continuing status of allotments against obligations.

5. Prepares recurring reports on assigned accounts, noting problems resulting from excess cost or less-than-expected receipts. Prepares special reports to clarify problems or for other reasons.

6. Calculates and compiles cost estimates and projected budget requirements and assists in preparation of budget statements for area of assignment.

7. Prepares routine correspondence and maintains personal and telephone contacts with others to discuss matters concerning accounts, and related assignments.

8. Maintains contact with local banks to clarify questions pertaining to office bank accounts.

9. Briefs and assists newly arrived international staff, experts and consultants on basic financial procedures and requirements with respect to payments, entitlements, banking and currency provisions and other requirements relating to accounts and finance.

10. Makes hotel reservations and administrative arrangements for special events, obtaining quotations and ensuring all logistical aspects are covered. Co-ordinates transportation services for missions when needed.

11. Classifies and codes material relating to a number of subject-matter areas and maintains general office files for the Operations Section. Drafts routine correspondence, emails, memoranda and reports from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures. Schedules and monitors use of conference rooms and the necessary maintenance and logistical arrangements for the corresponding meetings, as per individual requests.

12. Organizes and coordinates internal and external transportation needs for the office, assigning driver and vehicle as needed, and depending on availability. Ensures compliance with security standards and MOSS for all vehicles and drivers, and for each travel. Co-ordinates special transportation through taxi when vehicles are not available, keeping control on pre-paid taxi vouchers. Monitors vehicle log and the use of pre-paid fuel vouchers and the corresponding replenishment process. 

 

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

The efficiency and efficacy of the operation assistant directly impacts on provide technical support to execute effective financial and administrative operations with no complex operational environment, engaging in all the areas of operations, and; provide accurate and strict interpretation of operations policy and procedures, while ensuring optimal utilization of UNICEF’s resources, in compliance with rules and regulations.

  • Education: Completion of secondary education. University courses in accounting, business administration, economics or financial management, will be an asset.

    Experience: At least 5 years of progressively work experience in office management, finance, accounting, ICT, supply and administration and/or other related fields. 

    Language Requirements: Fluency in Spanish and English required. 

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

The UNICEF competencies required for this post are...

Core Values

  • Care
  • Respect
  • Integrity
  • Trust
  • Accountability

Core competencies: (For Staff with Supervisory Responsibilities)

  • Nurtures, Leads and Manages People (1)
  • Demonstrates Self Awareness and Ethical Awareness (2)
  • Works Collaboratively with others (2)
  • Builds and Maintains Partnerships (2)
  • Innovates and Embraces Change (2)
  • Thinks and Acts Strategically (2)
  • Drive to achieve impactful results (2)
  • Manages ambiguity and complexity (2)

To view our competency framework, please visit here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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

UNICEF es una organización sin fines de lucro y su mandato es promover la protección de los derechos de la niñez, ayudar a satisfacer sus necesidades básicas y aumentar las oportunidades que se les ofrecen para que alcancen plenamente su potencial, por lo que agradecemos los precios cotizados sean competitivos.

UNICEF tiene una política de "cero tolerancia" sobre conductas incompatibles con las metas y objetivos de las Naciones Unidas y UNICEF, que incluyen la explotación y el abuso sexuales, el acoso sexual, el abuso de autoridad y la discriminación.  UNICEF también se adhiere a estrictos principios de protección infantil.  Se espera que todos los candidatos se adhieran a estos estándares y principios, por lo tanto, serán sometidos a una rigurosa verificación de antecedentes y referencias.  Las verificaciones de antecedentes incluirán las credenciales académicas e historial laboral.  Es posible que se solicite a los candidatos que proporcionen información adicional para realizar una verificación.

En UNICEF tenemos un fuerte compromiso con la diversidad y la inclusión, sobre todo en nuestra fuerza laboral y alentamos a todos los candidatos, independientemente de su género, origen religioso y étnico, incluidas las personas que viven con discapacidad, a que se postulen para formar parte de la organización.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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