Operations Assistant

The Operations Assistant provides administrative support in all areas of Operations including Finance, HR, Admin, ICT, and manages the office of the Deputy Representative – Operations. The role supports the office’s sections by carrying out procedural, administrative, and operational tasks to help develop, implement and monitor the country programme ensuring timely and effective delivery consistent with UNICEF rules and regulations.

Responsibilities

• Support the office of Deputy Representative/Operations by collecting and generating operational data to identify trends, risks, and opportunities and support decision-making and risk mitigation.
• Coordinate appointments and high-level meetings for the supervisor and section, ensuring documentation and dissemination of meeting outcomes.
• Maintain supervisor’s calendar, schedule appointments and meetings, and manage travel arrangements for supervisors.
• 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 inter/intra-net websites are up to date and accurate.
• Manage and review incoming and outgoing correspondence before supervisor approval.
• Organize weekly and monthly internal operational management meetings, take minutes, and distribute to participants, monitoring follow-up actions.
• Identify and recommend improvements to administrative work processes to enhance teamwork and operational agility.
• Provide travel assistance to staff members including arrangements and entitlements, liaising with travel focal points.
• Arrange airport transfers, visas, accommodation booking and other reception matters for staff and visitors.
• Assist staff with briefs/de-briefs on administrative matters such as visas, security clearance, and documentation procedures.
• Support arranging purchase and distribution of office supplies and manage administrative supplies and office equipment inventory.
• Collect and file invoices and related documents for approval and assist in updating bank signatory panels and related files.
• Support validation and quality assurance of Mobile money transactions and payments with finance team.
• Manage Petty Cash Account as custodian, screening requests for corrections, completeness and fund availability.
• Provide general support for organizing country office events including logistical arrangements, liaising with facilitators, caterers, hosts, participants, and budget focal points.

Requirements

• 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.
• At least 5 years of progressively responsible administrative, finance, human resources, ICT, and any other related fields or clerical work experience is required.
• Executive support, Operational reporting, Dashboard management, Stakeholder coordination are required.
• Fluency in English is required.
• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is desirable.
• Experience in invoice processing, petty cash management, segregation of duties monitoring, key performance indicator tracking, mobile money payments, inventory management, calendar management is an asset.
• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts is desirable.

Skills

• Administrative Support
• Finance Administration
• Human Resources Administration
• Project Management
• Executive Support
• Operational Reporting
• Dashboard Management
• Stakeholder Coordination
• Invoice Processing
• Petty Cash Management
• Segregation of Duties Monitoring
• Key Performance Indicator Tracking
• Mobile Money Payments
• Inventory Management
• Calendar Management

Languages

English