Operations Assistant (GS5), Abidjan – Cote d’Ivoire #100547
Job no: 566494
Position type: Fixed Term Appointment
Location: Cote d’Ivoire Division/Equivalent: Dakar (WCAR), Senegal
School/Unit: Cote D’Ivoire
Department/Office: Abidjan, Cote d’Ivoire
Categories: Operations
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, a superhero
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.
How can you make a difference?
Under the supervision and guidance of the Deputy Representative of Operations, the Operations Assistant performs a variety of relatively complex clerical duties related to the administration of the office.
Key functions, accountabilities and related duties/tasks
- Searches office files and records relating to a variety of topics for information and reference. Selects information and records in specified format, or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
- Provides advice and assists staff members and their dependents by processing requests for visas, identity cards, drivers’ licenses and other necessary personnel-related documents, in accordance with the requirements of the United Nations and the country of the duty station locations.
- Collects information on local living conditions and provides administrative assistance for cost-of-living surveys.
- Drafts correspondence, telegrams, memoranda and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures.
- Classifies and codes material relating to a number of subject matter areas and maintains general office files or provides guidance to the registry clerk in performing this duty.
- Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings. Maintains, updates and transmits inventory records of non-expendable equipment.
- Makes travel and hotel reservations, prepares travel orders and assembles information pertinent to the purpose of travel.
- Advises and makes arrangements for shipment and receipt of office and project supplies and equipment, and household effects, including customs clearance.
Impact of Results
The scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. S/He supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized; yet the incumbent must apply a good knowledge of guidelines, to operationally support the Division/Office. Key performance indicators go beyond the timeliness and accuracy of work to include planning and organizing the work of the team.
To qualify as an advocate for every child you will have…
- Completion of secondary education (BAC), proven shorthand and typing ability; Specialized training in secretarial skills and/or office management preferred. Proven knowledge of modern office procedures: ability to operate Microsoft softwares (i.e.Word, Excel, Powerpoint) is essential. Thorough knowledge of modern procedures and working tools required as is knowledge of protocol * A bachelor’s degree in a relevant field combined with 2 additional years of professional experience may be accepted in lieu of a Secondary Degree (BAC).
* A master’s Degree in a relevant field combined with 0 additional year of professional experience may be accepted in lieu of a Secondary Degree (BAC).
- A minimum of 5 of relevant professional experience in administrative or clerical work experience is required.
- Developing country work experience and/or familiarity with emergency is considered an asset.
- Fluency in French is required. Knowledge of another official UN language (Arabic, Chinese, English, Russian or Spanish) or a local language is an asset.
Skills
- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
- Thorough knowledge of UNICEF administrative policies and procedures.
- Organizational, planning and prioritizing skills and abilities.
- Ability to deal patiently and tactfully with visitors.
- High sense of confidentiality, initiative and good judgment.
- Ability to work effectively with people of different national and cultural background.
Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff
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 for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.
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:
UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable candidates with disability are 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.
Advertised: Oct 11 2023 Greenwich Standard Time
Application close: Oct 25 2023 Greenwich Standard Time
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- Closes Oct 25 2023Operations Assistant (GS5), Abidjan – Cote d’Ivoire #100547 in Cote d’Ivoire
Under the supervision and guidance of the Deputy Representative of Operations, the Operations Assistant performs a variety of relatively complex clerical duties related to the administration of the office. Operations Assistants at this level represent the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with staff across various divisions. Communications require tact and discretion. They may also provide guidance and direction to temporary or lower-level staff.