Operations Associate, (GS-6) -Shire, Ethiopia (For Ethiopian nationals only)

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, Reunite

Ethiopia is situated in the Horn of Africa and is the second most populous country on the continent with an estimated population of 115 million. It borders six African countries: Djibouti, Eritrea, Kenya, Somalia, South Sudan, and Sudan, and covers 1,104,300 square kilometers. Approximately 85 percent of the population lives in rural areas. Ethiopia represents a melting pot of ancient cultures with Middle Eastern and African cultures evident in the religious, ethnic, and language composition of its people.

Over the past two years, children and their families across Ethiopia faced multiple and complex emergencies, such as the conflict in the northern Ethiopia and the drought, which resulted in millions of people in need of urgent humanitarian assistance. UNICEF has programmes in Child Protection, WASH, Health, Nutrition, Social Policy, and Education and serves over 15 million children in Ethiopia. Join UNICEF Ethiopia to contribute to improving the lives of children and women.

Watch a video about Reunite Here

How can you make a difference?

Purpose

Join our team to assist in the monitoring of activities implementation and responsible for VISION transactions related to the section’s requirement. The Operation Associate will also be responsible for executing a broad variety of procedural and specialized administrative tasks for the respective sections requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies. The incumbent will be under the direct supervision of the Emergency Manager and the technical oversight of the field office Operations Manager/Officer.

Summary of key functions/accountabilities:

ADMINISTRATION & RESOURCE MANAGEMENT

1. Support the Effective Coordination of Transport Services & Travel
   1. Managing the transport services by ensuring a schedule for the use of vehicles in conjunction with the Mekelle office & supervises drivers.
   2. Reviews reports on the use of Fuel, mileage, driver overtime records, and maintenance services.
   3. Provides travel assistance to the sub-office staff members, in liaison with the Mekelle Admin Associate, for travel arrangements and entitlements based on the organization’s rules and policies. Assists with Travel Authorizations related issued in VISION/FIORI and with Security clearance requests when required.
2. Management of Office Premises and Assets
   1. Ensures the safekeeping of annual physical inventory, prepares reports, including cost analysis, and recommends replacement/disposal of equipment and supplies.
   2. Reconciles physical inventory data with office records to ensure inventory taken is complete and identifies discrepancies for corrective action.  Prepares annual reports on subjects for Mekelle Office.
   3. Maintenance of office store and storage
   4. Assists in all matters related to the implementation of security-related measures and maintenance of office premises.
3. Management of Operations related Service Contracts and the Petty Cash
   1. Monitors lease agreements, office related services contracts (security guards, office/guesthouse cleaning services, etc.) and timely alerts the Mekelle Office for necessary actions.
   2. Reviews and certifies invoices related to operations service contracts and initiates payments in coordination with Mekelle Office.
   3. Responsible for the petty cash and complies with all the organization’s requirements on the matter, including obtaining the necessary authorizations prior to disbursing funds, ensuring that funds are disbursed only for eligible expenditures and according to the petty cash limits, etc, and preparing timely reports to Mekelle office as appropriate.

HACT ASSURANCE

1. Support to HACT planning and preparation of a fully integrated assurance plan during the programming process
   1. Participates, when required, in the development of integrated HACT implementation plans (including HACT micro assessment plans and quality assurance plans annually) under the guidance of the Operations Officer/Manager in Mekelle.
   2. Provide support to colleagues for the planning of HACT activities in eTools
   3. Provide professional financial, operational, and administrative assistance throughout the programming process by preparing, managing, and/or executing a variety of technical and administrative tasks to facilitate the effective implementation of HACT.
2. Support implementation of HACT activities
   1. Serves as a reference person on HACT implementation and eTools in the sub-office.
   2. Participates in and assists with the preparation and regular updating of the FO micro assessment and assurance plans.
   3. Participates in spot checks of implementing partners for the field office but also other offices areas whenever need be.
   4. Provides technical and administrative support to external service providers in the execution of HACT activities and their entry in eTools, to ensure timely and efficient delivery of results.
   5. Supports colleagues in updating information on eTools on partners and HACT assurance status
   6. Provides technical support and closely collaborates with the Implementing Partners and Sub-office stakeholders as well as the Mekelle Operations team to ensure that HACT monitoring constitutes an integral part of the Field Office comprehensive monitoring system.
3. Provide technical support in the documentation and reporting of HACT plans and activities
   1. Assists with recording and updating of risk ratings of implementing partners in VISION through regular review of the Vendor Master and provision of information to relevant colleagues in the Uganda CO.
   2. Shares with the Mekelle Operations team HACT-related reports, especially reports of assurance activities, to ensure adequate awareness and follow-up of identified issues.
   3. Coordinates between external service providers, implementing partners, and UNICEF colleagues for the implementation of HACT activities (contacts, organization of visits, sharing of documentation, etc).
   4. Participates in the review of assurance activity reports of implementing partners for quality check and the review’s recording in the e-tools.
   5. Assists with maintenance of records of relevant HACT-related documentation inside and outside eTools, including CO decisions related to HACT

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

• Completion of secondary education is required, preferably supplemented by technical or university courses in a field related to office/business administration and management, finance, accounting, or any other related field.
• A minimum of six [6] years of relevant professional experience at the national and/or international level is required. Work experience in an emergency duty station.
• Good analytical and negotiating skills.
• Ability to manage and monitor the effective use of financial and material resources.
• Ability to contribute to the formulation of strategies and policies.
• Good knowledge of the latest developments and technology in supply chain management.
• Good understanding of supply chain processes, from programme needs assessment through planning, procurement and contracting, logistics and delivery, monitoring, and evaluation.
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values:

• Care
• Respect
• Integrity
• Trust
• Accountability
• Sustainability

UNICEF competencies required for this post are…

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

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

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 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 promote the protection and safeguarding of all children.

All selected candidates will, therefore, 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.

Remarks:

Female candidates who meet the requirements of the post are highly encouraged to apply.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. Female candidates who meet the requirements of the post are highly encouraged to apply.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government 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.

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