Operations Associate, GS-6 at UNICEF

Duties and Responsibilities

• Manage the admin and finance function of the zonal office. Negotiate contracts with local providers of services required by the office. This entails ensuring that all offices services including, telephones, photocopying machines and office equipment are well maintained and are running smoothly at all times. Arranging for adequate office space and furniture for staff members and office maintenance services in a timely fashion and supervising the office cleaning services. Overseeing the security of the office and ensuring that the office has adequate security for the entire buildings, property and staff. In this regard the staff members shall be the focal point for all security issues by liaising with the local UNDSS Field Officer on all security matters including Security Clearances. Supervise ancillary staff to ensure effective office maintenance and other related admin services
• Coordinate all Transport functions of the Office Including the supervision of the drivers and other ancillary staff and the maintenance of office vehicles. Liaise with transport assistant in Nairobi regarding all maintenance and repairs required. Check all log books on a regular basis to verify trips undertaken and paying particular attention to vehicle fuel consumption and any anomalies on the mileage covered per trip and report the same to the Administrative officer in Nairobi.
• Coordinating all Travel requirements for in-coming and out-going staff members, consultants bookings for accommodation, arranging for Security Escort services.
• Manage office inventory and maintain up to date records on all office inventory in the prescribed format. Undertaking physical inventory of all office non-expendable property twice a year in April and October and send the status report on all office inventory to the Administrative Associate in Nairobi
• Responsible to the Finance Manager in Nairobi for cash functions in the office. Custodian for the office petty cash, facilitate payments, ensure adequacy of supporting documents and correct coding, issue payments against approved payment requests.  Maintain records pertaining to the petty cash payments with support documents.  Coordinate with Finance Section for timely replenishment of petty cash following the defined procedures.
• Prepares recurring reports as scheduled including the monthly expenditure reports, ensures timely closure of the monthly accounts, ensures required documents and reports are forwarded to the Finance section on a timely basis for on-forwarding to HQ
• Provide guidance to staff on admin and finance related issues in line with the policies,
• Responsible for collecting invoices and filing documents for approval and, thereafter processing in push & truck. Uploads electronic files and verifies results to destination system. Responds to client transaction status and other inquiries.
• Maintains and updates a system which monitors the absence of staff.
• Liaise with local service providers to ensure timely operational services to the zonal office to support programme implementation.

To qualify as an advocate for every child you will have

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Experience:

• A minimum of 6 years of relevant administrative or clerical work experience is required.

Closing: 6 June 2022