Operations Assistant

Job Title: Operations Assistant

Organization: United Nations Volunteers (UNV)

Host entity: UNICEF ARM

Assignment country: Armenia

Expected start date: 01/09/2023

Sustainable Development Goal: 3. Good health and well-being

Volunteer category: National UN Youth Volunteer

Type: Onsite

Duration: 12 months (with possibility of extension)

Number of assignments: 1

Duty stations: Yerevan

Details

Mission and objectives

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. UNICEF has been mandated by the United Nations General Assembly to promote the protection of children's rights, to help meet their basic needs and to increase opportunities for them to reach their full potential. UNICEF is guided by the Convention on the Rights of the Child and strives to ensure that these rights become enduring ethical principles and international standards of conduct towards children.

Context

This United Nations Volunteers (UNV) assignment is part of UNICEF Armenia programming and operations activities.

Task description

The Operations Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow. Under the supervision and guidance of the Operations Manager, the Operations Assistant is responsible for executing a broad variety of routine tasks for the Operations Section. Scope of Work: Communications & Workflow · Proceeds with outgoing mail delivery including UN pouch; · Handles office incoming and outgoing telephone calls. Human Resources · Maintains and updates a system which monitors the absence and attendance of staff; · Maintains staff contact/emergency lists; · Assists in dissemination of vacancy announcements for staff and consultant positions; · Coordinates the scheduling of interviews and technical assessments; · Assists with UNLP issuance/cancellation requests; · Coordinates requests for magnetic cards and security briefing for newcomers. Travel · Assists with accommodation reservations and visa arrangements to the CO visitors; · Assists with Security Clearance requests for operations staff. Invoice Processing · Assists with registration of incoming invoices; · Handles delivery of vendors’ invoices; · Prepares taxi usage reports as per received invoices; · Prepare invoices for personal usage of UNICEF facilities by staff. Supply & Logistics · Assists in market researches to identify the potential suppliers for the office needs and to maintain an emergency suppliers roster; · Assists with operations-related vendor updates; · Monitors consumption of office supplies; · Arranges for low value procurement for Operations Section; · Supports the office with warehouse activities; · Assists the office with annual asset and inventory count exercises. General operations/administrative duties · Assists in collection of the office greening data for EFAAT system; · Handles minor requests for office maintenance; · Serves as a backup for Executive Assistant in her/his absence; · Translates from English into Armenian and vice versa of operations related documents when required; · Takes minutes of operations section meetings; · Arranges for printing of business cards and office plates/labels; · Assists with Operations section filing, scanning, copying, binding, archiving, when needed; · Arranges for UNICEF and UN Conference hall reservations for Operations Section; · Accompanies UNICEF visitors in/out UN Building in line with UN DSS Security procedures; · Other duties as required.

Eligibility criteria

Age

18 - 26

Nationality

Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

2 years of experience in administrative or clerical work experience is required; · Advanced computer and MS Office; knowledge and skills is required; · Experience in UN or other international organization is an asset. · Excellent communication skills; · Ability to deal patiently and tactfully with visitors; · Ability to work effectively with people of different national and cultural background; · Ability to work in a team environment to achieve common goals; · Capacity to work in stressful conditions; · High sense of confidentiality, initiative and good judgment; · High level of Integrity and commitment to UNICEF’s mission and professional values; · Organizational, planning and prioritizing skills and abilities.

Area(s) of expertise

Administration

Driving license

-

Languages

English, Level: Fluent, Required Armenian E, Level: Mother tongue, Required Russian, Level: Working knowledge, Desirable

Required education level

Bachelor degree or equivalent in administration and operations.

Competencies and values

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values (https://www.unicef.org/careers/get-prepared#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. During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here (https://www.unicef.org/careers/media/1041/file/UNICEF%27s_Competency_Framework.pdf).

Other information

Living conditions and remarks

Candidate will cover their living conditions.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Reasonable accommodation

UNICEF offers reasonable accommodation for UN Volunteers with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the recruitment process and afterwards in your assignment.

Note on Covid-19 vaccination requirements

In addition to duty station-specific vaccine requirements, appointments are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the appointment. It does not apply to UN Volunteers who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their contracts.

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