Operations Associate

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Description

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How can you make a difference? 

Purpose for the job:

• Under the supervision and guidance of the Operations Manager, the Operations Associate is responsible for executing a broad variety of routine and standardized tasks for the Operations section, requiring thorough knowledge of UNICEF finance, , administrative procedures, human resources 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.
• The incumbent will work on a matrix management, He/She will have a direct reporting line to the Operation Manager for all the finance, administrative and HR related tasks and a dotted line to the designated UNICEF responsible Program Specialist for the implementation of the EU4Social Care project.

Summary of key functions/accountabilities:

Finance/ Grant Management

• Review and support the management of the financial aspects of the EU grant, ensuring alignment with EU-UNICEF financial rules and regulations.
• Monitor and assess budget expenditures to ensure alignment with the grant’s implementation plan.
• Review financial reports and assess the compliance of sub-grant recipients to ensure proper use of funds and adherence to grant terms.
• Collaborate closely with the UNICEF Responsible specialist in all aspects related the funds management.
• Contribute to the management, monitoring and financial reporting of the grants awarded.
• Administration of incoming invoices for the Country Office: follow-up with Budget Owners (certifiers) for completing the payment packages and submit it to the Finance Associate. Keep record on their status.
• Act as Finance Local Focal Point (LFP alternate). Drafting invoice processing in Service Gateway during the absence of Finance associate, following up approval and, thereafter preparing payment orders, bank orders, collecting signatures in accordance with Signatory Panel and following up with the correspondent bank.
• Administration and custodian of petty cash.

Human Resources

• Briefs/de briefs staff members and consultants on issues relating to administrative matters such as visas, permit of residence, security clearance, documentation procedures.
• Ensure timely submission of requests to Ministry of Europe and Foreign Affairs for long term visa (D type) and ID cards for IP staff and submission of requests for UNLP as appropriate

Communications and workflow

• Assist the Operations Manager to ensure up to date workflows and Standard Operations Procedures (SOPs), reflecting eventual changes of policies and/or office context.
• Establishes and maintains the office filing and reference systems, both hard copy and digital.
• Support with other operational tasks when required.

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

Minimum requirements:

• Education: Completion of secondary education is required with professional/university courses in Accounting and Finance/Business administration considered as an asset
• Work Experience: A minimum of 6 (six) years of relevant administrative or clerical work experience in the area of finance, accounting and administration is required. Similar experience from UN system organization will be considered as an asset.

Skills (optional): 

• Training and experience using MS Word, Excel, PowerPoint, 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 staff and 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.
• Language Requirements:  Fluency in English and Albanian is required

Source: https://jobs.unicef.org/cw/en-us/job/577245

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