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Operations Assistant, Monrovia, Liberia | HireLiberia

UNICEF - United Nations Children's Fund · Montserrado

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Operations Assistant, G-5, FT, #006893, Monrovia, Liberia - WCAR Job no: 594509 Position type: Fixed Term Appointment Location: Liberia Division/Equivalent: Dakar (WCAR), Senegal School/Unit: Liberia Department/Office: Monrovia, Liberia Categories: Administration 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 Results The Operations Assistant is based in the Country office and reports to the Deputy Representative/Operations. This post provides administrative support in all areas of Operations including Finance, HR, Admin, ICT, etc. and manages the office of the Deputy Representative - Operations. How can you make a difference? Under the close supervision and guidance of the Deputy Representative/Operations, the Operations Assistant supports the office's sections by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization. The post prioritizes tasks and organizes work under close guidance from the supervisor. Key Functions, Accountabilities and Related Duties/tasks: Support to Office of Deputy Representative/Operations: Collect and generate operational data to support the Deputy Representative Operations to identify trends, risks, and opportunities and to support anticipatory decision-making and risk mitigation. Coordinate appointments and high-level meetings for the supervisor and section. Ensure all meeting outcomes are documented and disseminated to relevant stakeholders to maintain organizational alignment. Maintain supervisor's calendar, schedule appointments and meetings as requested. Administer and manage travel arrangements for supervisors as necessary. Conduct monthly monitoring of Segregation of Duty (SOD) violations and implement supervised mitigation measures. Monitor operational dashboards and Key Performance Indicators (KPIs) to track performance. Establish and maintain operations office filing and reference systems, ensuring the inter/intra-net websites are up to date and accurate. Manage and review incoming and outgoing correspondence before supervisor approval to enhance timeliness of information sharing. Organize weekly and monthly internal operational management meetings, take minutes, and distribute to meeting participants. Trigger, monitor and follow-up actions required from individuals within timeframe. Proactively identify and recommend improvements to administrative work processes, focusing on enhancing teamwork and operational agility. Efficient Support to Administrative, ICT and Finance functions: Travel: Provide travel assistance to staff members in section 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. Arrange for airport transfers, visas, accommodation booking and all other matters relating to the reception of staff and visitors. Assist the Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. Supplies/Equipment: Provide support in arranging for the purchase and timely distribution of office supplies. Supports management of administrative supplies, office equipment, and updating inventory of items which may include ICT inventory, manuals and other documentation as needed. Finance and Invoice Processing: Collect and file invoices and related documents for approval by the Deputy Representative for transmission to the relevant office for process; Assist in the process of updating banks signatory panels and related files. Support the validation and quality assurance of Mobile money transactions and payments in coordination with the finance team. Manage Petty Cash Account as custodian, screen all petty cash request for corrections, completeness and fund availability/ FC provided by the requester. Provide general support for organizing country office events: Events/Logistics: Provide support for capacity development activities, meetings and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants. If you would like to know more about this position, please review the complete Job Description here: Specific JD Operations Assistant GS5 classified.pdf To qualify as an advocate for every child you will have... Minimum requirements: Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to administration, finance, human resources, project management or any other related field of discipline. Work Experience: At least 5 years of progressively responsible administrative, finance, human resources, ICT, and any other related fields or clerical work experience is

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