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Operations Assistant, GS4, FT, East Jerusalem, SOP #42201

East Jerusalem

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: East Jerusalem
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Project and Programme Management
    • Sustainable Business Development
  • Closing Date: Closed

If you are committed and passionate about making a lasting difference for children, UNICEF State of Palestine would like to hear from you.

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 fulfil 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, Support.

UNICEF in the State of Palestine works to uphold the rights of children to access services and protection, from early childhood through to adolescence. Our objective is to ensure that every child in the Gaza Strip and the West Bank, including East Jerusalem, irrespective of background or circumstance, has an equal chance to fulfil their potential. We are working for every child and young person in the State of Palestine.

How can you make a difference?

Under the supervision and guidance of the supervisor, the Operations Assistant will be responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative and operational procedures, processes, and policies.

In terms of communication, the incumbent will be accountable for the exchange of routine, and less frequently non-routine, information with counterparts within UNICEF. Routine exchange of information outside of the team includes arranging travel and/or procurement and information technology support.

As an advocate for children, you will have the following duties/tasks:

Administrative support services to Deputy Representative, 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 workflow; 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.   

Maintain effective and updated filling system for Operations related documents and Monitoring sheets, Operations Unit Work Plan, and priorities. Discretion exercised with confidential information and complex sensitive subject matter.

  • Maintain operations unit work plan and Unit priorities, organize meetings for Operations units with the Deputy Representative, Operations to follow up on the achievements of the Work Plans
  • Maintains and updates a system which monitors the absence of Operations staff.
  • Maintains operations unit calendar and arranges meetings.
  • Takes minutes of meetings and keep the correspondence of the unit well organized.
  • 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.
  • Assembles documentation for CRC reviews, check completeness of documents and convenes CRC meetings and acts a secretary during meetings.

Travel Management/Protocol

  • Provides travel assistance to the SOP office staff members for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to obtain flight quotations and prepare cost tabulation to ensure that the organization obtains the best service and price for all travel. Reconciles invoices with travel agencies.
  • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
  • Liaise with UNDP to provide visa support letters, UN IDs for all new staff.  Monitor and renew documents before expiry.
  • Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
  • Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records.
  • Records on the National staff UN LP. Keeps up to date the list of UNLPs and stored in the safe.
  • Monitors travel certification and report back to the team.

Invoice Processing

  • Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION.
  • Uploads electronic files and verifies results to destination system.
  • Responds to client transaction status and other inquiries.

To qualify as a Champion for every child you will have: 

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • A minimum of 4 years of relevant administrative or clerical work experience is required.
  • Fluency in English and Arabic is required.

For every Child, you demonstrate: 

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

Core Competencies

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

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and 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

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. 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. For this position, eligible and suitable female candidates will be prioritized.

Remarks:

This position is not considered an elevated risk role. However, UNICEF reserves the right to conduct further vetting/assessment within the scope of child safeguarding as appropriate.  

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

This vacancy is now closed.
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