Operations Assistant, G-5, FT, #006893, Monrovia, Liberia - WCAR

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 required.
• Skills: Executive support, Operational reporting, Dashboard management, Stakeholder coordination are required.
• Language Requirements: Fluency in English is required.

Desirables:

• Language: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language
• 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.

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

Familiarize yourself with our competency framework and its different levels.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

UNICEF does not hire candidates who are married to children (persons under 18). 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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF.

Appointments are conditional on the selected candidates’ willingness to comply with current or future vaccination requirements, should UNICEF mandate it for personnel.

Failure to comply with such requirements, where applicable and without a duly approved medical exemption from the relevant UN authority, will result in the cancellation of the selection or may lead to other administrative measures, including separation from service.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable female candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.

Visa residence requirements: i.e. UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category. The position is open for Liberian nationals only.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.