Operations Associate, G-6

UNICEF – Operations Associate, G-6

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Contract type

• Fixed Term Appointment

Locations

Headquarters

• Hungary

Functional Area

Operations

• Operations

Position level

• G-6

Operations Associate, G-6, FT Position, Office of Internal Audit & Investigation, #00133713, Outposted to Budapest, Hungary (open to EU citizens or valid Hungarian work permit holders)

Apply now Job no: 596326

Contract type: Fixed Term Appointment

Duty Station: Budapest

Level: G-6

Location: Hungary

Categories: Operations

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 for as long as we are needed. 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 professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

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

For every child, the right to a Champion

How can you make a difference?

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.

The Office of Internal Audit and Investigations (OIAI) is an independent office reporting to UNICEF’s Executive Director and the Executive Board. The Investigations Service investigates reports of possible violations of rules or regulations, mismanagement, misconduct, waste of resources or abuse of authority. The position is located in Budapest, Hungary.

Purpose for the job:

Reporting to the Operations Specialist, the Operations Associate is responsible for delivering comprehensive administrative and operational support to OIAI sections across New York Headquarter and the outposted offices in Budapest and Nairobi. The incumbent applies in-depth knowledge of UNICEF policies, procedures, and administrative processes to ensure efficient operations, compliance, and high-quality service delivery.

General Administrative and Operations support

• Assist in the review and continuous improvement business processes workflows.
• Support management of office related administrative supplies, office equipment, and update the inventory of such items.
• Support management of office assets, including asset counting and asset tagging.
• Provide support in maintaining and updating a system to monitor staff travel, leave entitlements, and flexible working arrangements (e.g., annual leave, duty travel, TODS1, and TODS2).
• Liaise with relevant CSC New York, CSC Budapest and CSC Nairobi for any administrative support as needed.
• Provide support in Operations and office knowledge management via SharePoint Collaboration site and organizing document repositories.
• Provide support to management of the division budget and resource mobilization.
• Act as HR focal point and support the HRBPs as needed. Assists in the management of the transcription services, including liaising with specialized vendors and performing transcriptions of interviews;
• All other administrative support to the Audit and Investigations that may be required.
• Provide other operational technical support as assigned by the supervisor.

Budget Monitoring

• Monitors budgets and financial expenditures of the Division, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow-up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains records, documents, and control plans for the budget monitoring of project/ programme implementation.

Procurement

• Facilitates the processing of contracts and Long-Term Agreements for consultants and external partners that provide a service to the division. This includes communicating with consultants in gathering documentation and certifications, preparing and filing documents, creating contracts in VISION, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements. Act as a liaison between the Sections and Operations team and GSSC / IT when required.
• Provide support pertaining to the Supply procedures and activities, including on RFP, RFP and LTA processes
• Guides sections on policy and procedures, SOPs, and best ways to manage the contracts

Travel

• Provides travel assistance to staff and consultants for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval, thereafter, processing through Service Gateway
• Uploads electronic files and verifies results to the destination system.
• Responds to client transaction status and other inquiries.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating the inventory of items. Acts as Asset coordinator or counter and help with yearly asset count and register.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.

If you would like to know more about this position, please review the complete Job Description here: Classified Job Descriptions - 133713 Operations Associate_.pdf

To qualify as a champion for every child you will have…

Minimum requirements

• Education: Completion of secondary education is required.
• Work

Experience

• A minimum of 6 years of relevant administrative or clerical work experience is required.
• Skills: Professional experience with MS Word, Excel, PowerPoint, SharePoint, knowledge of integrated management information systems (e.g. SAP); The successful candidate will demonstrate strong project management, collaboration, and problem-solving skills, along with confidence in using digital tools and adapting to new technologies.
• Language

Requirements

• Proficiency in English is required.

• Desirables

• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

• Experience with the Purchasing, Financial & Materials Management Modules in SAP/VISION is desirable.

• In-depth knowledge of UNICEF organizational structure, administrative policies and procedures is an asset.

• Professional and/or university courses related to the field of work are highly desirable.

• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.

• 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

• UNICEF competencies required for this post are…

• (1) Builds and maintains partnerships

• (2) Demonstrates self-awareness and ethical awareness

• (3) Drive to achieve results f