Operations Associate, G6 Re-Advertisement at UNICEF

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 Operations Associate supports the effective and compliant delivery of UNICEF’s operational services, ensuring that core functions—finance, supply and logistics, administration, and asset management—are delivered efficiently and in line with UNICEF’s operational policies and procedures.

Under the direct supervision of the Operations Officer or Operations Manager, the incumbent contributes to improving service delivery by coordinating operational processes, monitoring compliance, and facilitating collaboration between operations and programme teams. The role ensures that UNICEF offices and staff have the operational support and resources needed to deliver results for children on time and within budget.

How can you make a difference?

The incumbent plays a critical role, responsible for executing a broad variety of procedural and specialized Operations tasks, requiring in-depth knowledge of UNICEF Operations procedures, processes, and policies. Support the day-to-day management of operational processes, maintaining accurate records, and ensuring timely service delivery to programme and field colleagues. The Operations Associate contributes to improving operational efficiency, strengthening internal controls, and ensuring value for money in all operational transactions.

Operational Coordination and Planning

• Support coordination of operations functions—including finance, supply, logistics, and administration—to ensure timely and quality support to programme and field teams.
• Track the implementation of the operations work plan, monitoring progress against targets and deadlines.
• Provide operational guidance to colleagues on UNICEF procedures and standards.
• Ensure the availability of timely and accurate data for preparing operational and project management plans.
• Undertake basic analysis of operational information to support management decision-making.

Financial and Budget Support

• Review, prepare, and process financial transactions. 
• Monitor budgets and financial expenditures of assigned areas, keeping the supervisor informed and advised on actions for decision or follow-up.
• Support budget preparation, revisions, expenditure tracking, and financial reporting.
• Prepare and maintain financial records and control plans for budget monitoring and audit readiness.
• Support petty cash management, cash forecasting, and timely liquidation of advances.
• Carries out transactions in VISION pertaining to grants for the Operations section, such as registering grant allotments and tracking expiring Programme grants.
• Contribute to the preparation of operational budget
• Review invoices and process payments as per policies/procedures and ensure accuracy and completeness of supporting documents.
• Submit periodic financial reports for management oversight, monitoring, and review, and confirm availability of funds as required.
• Provide relevant information for the response to audits and peer reviews.

Procurement, Supply and Logistics

• Assist in the procurement of goods and services, including preparation of requisitions, solicitation of quotations, tabulations of bids, and processing of purchase orders.
• Maintain up-to-date vendor lists and consultant rosters.
• Facilitate processing of contracts for consultants and external partners, ensuring completeness of documentation and compliance with procedures.
• Coordinate logistics and transport arrangements for supplies and field operations.
• Support inventory control, asset management, and disposal procedures in VISION.

Administrative and Facility Management

• Provide administrative and logistical support for meetings, workshops, and official events, including venue setup, documentation, and travel facilitation.
• Oversee office supplies, utilities, maintenance services, and related contracts, ensuring cost efficiency and accountability.
• Maintain administrative records, correspondence, and filing systems (digital and hard copy) and update database systems, ensuring timely and appropriate recording, safekeeping, and disposal of confidential information.
• Support office transport arrangements and protocol matters for staff and visitors.
• Ensure compliance with UNICEF’s administrative procedures in all operational activities.
• Ensures the safekeeping of assets, annual physical count/verification, prepares reports, including cost analysis, and recommends replacement/disposal of equipment and supplies. 
• Reconcile physical assets data with office records to ensure the count taken is complete and identify discrepancies for corrective action.  Prepares annual reports on subjects for the Country Office.
• Prepares Property Survey Board (PSB) submissions for asset disposal and assists with implementing approved PSB recommendations. 
• Supports all aspects of maintaining office premises and ensures that services and upkeep meet organizational standards.

Travel and Logistics Coordination

• Provide travel assistance to staff members for travel arrangements and entitlements in accordance with UNICEF travel policies.
• Liaise with relevant travel focal points to ensure the best service and pricing for official travel.
• Maintain accurate travel records and cost data in UNICEF’s travel system.
• Support the preparation of travel plans and budgets and follow up on travel claims and certifications.
• Review Travel Authorizations (TAs) for compliance with policies and procedures, along with the related DSA and other entitlements in the system. Post or perform administrative approval as delegated, maintain the necessary records, and ensure that the office opens and TAs are closed on time.
• Support the booking of flights and tickets. Organize airport pickups, hotel reservations, and all other arrangements related to staff and visitor reception.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. 
• Extracts, inputs, maintains, and verifies the accuracy of travel records in the organization’s travel system to ensure correct transactions related to travel expenses and staff travel.
• Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records.

Risk Management and Compliance

• Support implementation of internal control systems and follow up on audit and compliance recommendations.
• Monitor and report on operational risks, escalating issues as needed.

Coordination and Reporting

• Support preparation of management reports, statistics, and data visualizations for operational performance.
• Act as liaison between programme, field, and operations units to ensure coordinated service delivery.
• Promote teamwork, accountability, and a solutions-oriented culture within the operations function

Attendance Management

• Responsible for accurately maintaining monthly attendance and absence records, including Rest and Recuperation (R&R) and SECTO for applicable staff, and promptly completing all related transactions in VISION while preserving all hard copy records. Periodically generate the utilization report for both R&R and SECTO for management follow-up.
• Maintains and updates a system that monitors the absence of staff.

Key functions/accountabilities:

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

Education:     

• Completion of secondary education is required. Professional and/or university courses related to the field of work are highly desirable.

Experience:   

• Minimum six years of progressively responsible administrative or clerical work experience required.

Language Requirements:   

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