Senior Operations Associate (Port Sudan) – UNICEF

Job Description

Job no	573418
Contract type	Fixed Term Appointment
Location	Port Sudan
Level	G-7
Categories	Operations
Advertised	09 Jul 2024 E. Africa Standard Time
Deadline	23 Jul 2024 E. Africa Standard Time

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. 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 personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

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

For every child, opportunity.

II. Organizational Context and Purpose for the job

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.

PURPOSE OF THE JOB

Under the direct supervision of the Implementing Partnership Management Specialist, and in coordination with the Implementing Partnership Management Officer, the Senior Operations Associate undertakes administrative and operations management support services in compliance with the respective operational policies and procedures and mainstreaming of risk-based Implementing Partnership Management/ Harmonized Approach to Cash Transfers (HACT) in Sudan Country Office. The incumbent assists in ensuring efficient and cost-effective administrative/ operations support services, providing guidance to administrative/ operations staff as well and supporting staff in office administrative/ operations assignments. Ensures the office’s administrative operations and services are in compliance with the organization’s Implementing Partnership Management/ HACT and Risk Management policy, procedures, rules and regulations.

How can you make a difference? 

III. Key functions, accountabilities and related duties/tasks

Summary of key functions/accountabilities:

KEY END-RESULTS

1.  Appropriate and consistent interpretation and application of Implementing Partnership Management /HACT policy and procedures timely implemented to support operations at the country or sub-country levels.

2. The budget preparation and implementation are properly administered in the area of IP management and risk management services.

3. All administrative transactions and arrangements of IP management and risk management contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

4. All administrative/ operations support to IP management/HACT planning.

5. All administrative/ operations support to IP management/HACT implementation and monitoring of assurance activities.

6. Staff capacity is enhanced through active staff learning/development programmes in the area of IP management and risk management support and services.

7. Effective working relations are maintained with other agencies, local authorities and implementing partners.

8. Any other assigned administrative/ operations support responsibilities and services are effectively carried out and delivered.

KEY ACCOUNTABILITIES and DUTIES & TASKS 

Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

1. Appropriate and consistent interpretation and application of Implementing Partnership Management /HACT policy and procedures timely implemented to support operations at the country or sub-country levels.

Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.

Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation.  Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements. 

Contributes to recommendations on the improvement of internal controls systems  taking into account the prevailing conditions in the locality.

Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.

Provides administrative support and services to sub-country (zone) offices and out postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all admin supplies and guidance on administrative procedures.

2. The budget preparation and implementation are properly administered in the area of IP management and risk management services.

Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists zone offices in the establishment and maintenance of administrative services and the administrative budget.                                

3. All administrative transactions and arrangements of IP management and risk management contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.

Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required. 

Monitors payments against contractual obligations.

4. All administrative/ operations support to IP management/HACT planning.

Maintain mapping of Civil Society Organizations (CSOs) authorized to partner with the UN and provide up to date analysis of UNICEF’s partnership trends with these CSOS

Support the preparation of the HACT Plan and contribute to monitoring of its implementation

Provide administrative support to the PCA Committee to review PCA submissions from all programme sections for compliance with UNICEF programme priorities as outlined in workplans and PCA SoP.

Provide administrative support to the Office’s HACT Committee, arrange meetings, and ensure actions from meetings are followed up.

5. All administrative/ operations support to IP management/HACT planning.

Support the full utilization of eTools for PCA/PD monitoring ensuring quality assurance and tracking of PCA information entered into eTools

Support the full utilization of eTools for programme monitoring ensuring quality assurance and tracking of all programme monitoring reports entered into eTools

Ensure compliance of the HACT SoP among sections including accurate use of eTools

Provide regular updates for the programme Dashboard on key PCA/ PD indicators

Provide six monthly and annual data on HACT compliance and partnership information for the Mid Year and annual reviews.

Maintain tracking system of all follow-up actions from Micro assessments and spot checks and support the IP management Specialist and Officer to monitor follow up actions

Support maintaining documentation of third party monitoring contracts and corresponding annual workplans with external service providers to facilitate programme assurance activities and investigations, as required

6. Staff capacity is enhanced through active staff learning/development programmes in the area of IP management and risk management support and services.

Develops training activities to ensure effective performance and efficiency in admin services management.  Implements effective staff learning and development programme activities for capacity building. Contributes to workshops for staff’s IP management/ Risk management/ HACT capacity building and support.

7. Effective working relations are maintained with other agencies, local authorities and implementing partners.

   Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).

8. Performs any other duties and responsibilities assigned as required.

Any other assigned administrative/ operations support responsibilities and services are effectively carried out and delivered.

5.  Technical Knowledge[1] [ I ]

  a) Common Technical Knowledge Required

•  Principles of office management, operations management, programme management and administration, IT Skills and working knowledge of UNICEF SAP/ERP, MS Office applications especially Excel, PowerPoint and Word software.

•  Administrative service management’s goals, visions, positions, policies, and strategies 

•  Rights-based and Results-based management

•  UNICEF emergency programme policies, goals, strategies, approaches and procedures

•  Use/ knowledge of UNICEF digital solutions of IP management/HACT for instance eTools/ UN Partner Portal will be an added advantage

If you would like to know more about this position, please review the complete Job Description here:  GS7 Senior Operations Associate 2024 – IPM Update .docx

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

QUALIFICATION and COMPETENCIES)

1. Education

Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.

2. Work Experience

7 years of relevant professional work experience with both national and international work experience in office management, administration, finance, accounting, ICT or any other relevant function.

Work experience in emergency duty station.

3. Language Proficiency 

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

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

The UNICEF competencies required for this post are…

      4.  UNICEF values and competency Required (based on the updated Framework)

i) Core Values

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

Core Competencies

• 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)

[add the 8^th competency (Nurtures, leads and manages people) for a supervisory role].  GS7 Senior Operations Associate 2024 – IPM Update .docx

Familiarize yourself with our competency framework and its different levels.

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 measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. All selected candidates will 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.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

Advertised: 09 Jul 2024 E. Africa Standard Time
Deadline: 23 Jul 2024 E. Africa Standard Time