Operations Assistant – Fixed Term Appointment, GS5 (General Service Category, Level 5), for two years to be based in Lusaka. This position reports to the Chief of Operations with the responsibility for the management and coordination of work for the Operations Section. The role of this post is to provide administrative and secretarial support services to the Chief of Operations as well as to the Unit Heads in Operations.
The Operations Assistance is responsible to ensure the smooth running of the Operations Section. This involves management of information and coordination of matters. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organisation. The post prioritizes tasks and organizes work under close guidance from the supervisor.
Key Accountabilities and Duties & Tasks
  • Arranges appointments and maintains supervisor’s calendar, receiving high ranking visitors, places and screens telephone calls and answers queries; Organizes meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. May be required to support logistical arrangements for workshops outside the office. Distributes meeting reports and information, and ensure follow-up on required action. Acts as Secretariat for several Operations functions, such as Business Continuity, and Enterprise Risk Management.
  •  Provides advice and assists staff members and their dependents by processing requests for visas, identity cards, drivers’ licenses and other necessary protocol related issues, including requests for VAT exemptions of new IP staff, in accordance with the requirements of the United Nations and the country of the duty station location.
  • Research data information and prepare monthly analysis reports on office management indicators. Contribute to the preparation of progress reports by consolidating, providing and preparing financial data / tables for day to day use and assist in the preparation of budget and financial forecasts.
  •  Prepares correspondence for the supervisor’s signature as required; drafts emails, memoranda and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures, and classifies and codes material relating to a number of subject matter areas, and maintains general office files both electronically and hard copies placed on files.
  •  Arranges dispatch of diplomatic pouch to New York every Friday and acts as office focal point for courier services.
  • Compiles leave and travel plans for the Operations section, ensuring completeness of documentation and timely reporting. Supports supervisor in logistical arrangements for official travel.
  •  Provides support in keeping track on audit follow up actions, initiating follow-up action with respective focal point and preparing draft progress report for supervisor’s review.
  • Assists the Chief of Operations in the preparation of the Country Programme Management Plans, Annual Management Plans and annual reports.
Qualifications of Successful Candidate
Completion of secondary education, preferably supplemented by a diploma or technical / university courses in Protocol management, Secretarial or Business Administration or other relevant field at local UN standards and computer operation skills with minimum of 5 years of progressively responsible administrative or clerical work experience is required. Experience in managing protocol issues an asset. Fluency in English language is required.
Core Values
  • Commitment
  • Diversity and Inclusion
  • Integrity
Technical Knowledge
Applicants must possess key competencies required, such as technical skills, communication skills, computer literacy, interpersonal skills, and supervisory skills.
To view our competency framework, please click here.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
Applications close: 17 Jun 2016 Jordan Standard Time
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