New Job Opportunity United Nations at UNICEF Tanzania – Operations Assistant

How can you make a difference?
Under
the general supervision of the Chief of Field Office, Based in Kibondo
Field Office, Operation, and administrative tasks for the respective
section(s) requiring thorough knowledge of UNICEF operation
administrative procedures, processes and policies.

In this
capacity, the need to project the image of a credible and reliable
service provider is imperative to quality of process delivery, and the
impact of work directly reflects on the overall reputation of the team
in terms of responsiveness to client needs and quality of process
execution. At the GS-5 level, the below tasks are expected to be carried
out with a high level of independence.

SUMMARY OF KEY FUNCTIONS.

• Appropriate
  and consistent interpretation and effective implementation of
  administrative policy and instructions to support field office and
  operations.
• Technical assistance and support in promoting and
  coordinating cost effective and best practices in travel management,
  property management.
• Effective and cost-efficient events and conferences management
• Property management, office equipment, vehicles.
• General Administrative and Finance Duties.
• Support in HACT assurance activities.

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SUMMARY OF KEY RESPONSIBILITIES/ACCOUNTABILITIES:

• Analyses
  and maintains an overview of the work of the field office to ensure
  timely operational support is provided in general and specialized areas.
• Supports management of office premises, establishes routine vehicle maintenance, and supervises office drivers.
• Provides practical input on implementation of administrative guidelines, in close coordination with Operations Manager.

Updates
staff on administrative policies, instructions, rules, and regulations.
Briefs and assists arriving and departing staff on basic administrative
procedures and requirements.
Contributes to recommendations on the
improvement of internal controls systems considering the prevailing
conditions in the locality.

• Keeps
  supervisor abreast of potential problem areas, makes recommendations for
  follow-up actions, prepares reports and evaluations on general
  administrative or specialized tasks Provides travel assistance to staff
  members for travel arrangements and entitlements based on the
  organization’s rules and policies. Assists in the preparation of budgets
  on travel costs and maintains travel budgetary control records.
  Processes travel claims. Briefs/de-briefs staff members on issues
  relating to administrative matters such as security clearance and
  documentation procedures.
• Supports procurement/management of
  administrative supplies, office equipment and vehicles. Maintains
  inventory of office items. Establishes an office supplies monitoring
  system. Ensures that services and maintenance of premises and equipment
  are in accordance with organizational standards.
• Facilitate in follow up and implementation of HACT assurance activities/recommendations,
• Maintains
  inventory of office items. Establishes an office supplies monitoring
  system. Ensures that services and maintenance of premises and equipment
  are in accordance with organizational standards.
• Maintains admin
  related hard and electronic files, updates data bases ensuring timely
  and appropriate recording, safekeeping and disposal of information.

Provide general logistical support to visitors and individual contractors for services and physical space planning.

• Drafts
  estimates on field office premises, supplies and equipment requirements
  for budget preparation purposes. Raises Vision documents and monitors
  the field office budget in close collaboration with Dar es Salaam
  Office.
• Maintains field office Petty Cash account (records petty
  cash expenditures and replenishment), maintains office asset register,
  ensures timely requests for office supplies, collects pro-forma invoices
  from office vendors & other service providers, liaises with Dar es
  Salaam to facilitate timely payments, supports financial forecast for
  the field office.
• Arranges for and/or attends meetings on
  day-to-day administrative matters, participates in discussions of new or
  revised procedures and practices, interprets and assesses impact of
  changes, and makes recommendations for follow-up action.
• Prepares
  on own initiative, correspondence, special reports, evaluations and
  justifications, as required, on general administrative tasks.
• Participates
  in one UN Common services meetings and serves as focal point in the
  field office for HACT quality assurance activities.
• Coordinates
  logistical arrangements including travel, accommodation and organization
  of events for the field office. Monitors staff compliance of office
  travel guidance and procedures.
• Serve as a focal point for
  effective Supply, HR Planning and Training management while upholding
  UNICEF core values at all times.
• Provides exemplary management
  and leadership, motivating and developing supervisees to perform at
  their best and live the core values (care, respect, integrity, trust and
  accountability

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