Operations Assistant

Job Posting Organization:
UNICEF, established in 1946, operates in over 190 countries and territories with a mission to save children's lives, defend their rights, and help them fulfill their potential. The organization is committed to promoting the rights of every child, emphasizing equity for the most disadvantaged and excluded children and families. UNICEF employs a diverse workforce and offers opportunities for personal and professional development, fostering a culture that helps staff thrive while providing an attractive compensation and benefits package.

Job Overview:
The Operations Assistant position is crucial for the management of cost-effective, efficient, and secure operations that support the administration and implementation of country programs. The incumbent will work under the supervision of the Operations Manager and will be responsible for ensuring compliance with organizational rules and regulations. The role involves maintaining financial records, preparing reports, assisting in budget preparation, and managing office logistics. The Operations Assistant will also be responsible for briefing newly arrived international staff on financial procedures and making administrative arrangements for events, thereby playing a key role in the smooth operation of the office.

Duties and Responsibilities:
The duties and responsibilities of the Operations Assistant include:

• Office Planning: Organizing and coordinating office logistics and resources.
• Property Management: Overseeing the management of office properties and facilities.
• Financial Record Maintenance: Keeping accurate financial records for projects and office accounts.
• Reporting: Preparing recurring and special reports on financial accounts, identifying issues related to costs and receipts.
• Budget Assistance: Calculating cost estimates and assisting in the preparation of budget statements.
• Correspondence: Drafting routine correspondence and maintaining communication with stakeholders regarding financial matters.
• Banking Liaison: Maintaining contact with local banks to resolve queries related to office bank accounts.
• Staff Briefing: Providing orientation to new international staff on financial procedures and requirements.
• Event Coordination: Making hotel reservations and administrative arrangements for special events. 1
• Transportation Management: Organizing internal and external transportation needs for the office, including assigning drivers and vehicles as necessary.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary education is mandatory.
• At least five years of progressively responsible work experience in office management, finance, accounting, ICT, or supply chain management.
• Fluency in both Spanish and English is required.
• Desirable qualifications include university courses in accounting, business administration, economics, or financial management, as well as experience in developing countries or familiarity with emergency situations.

Educational Background:
The educational background required for this position includes the completion of secondary education as a minimum. Additional university-level courses in relevant fields such as accounting, business administration, economics, or financial management are considered an asset and may enhance the candidate's suitability for the role.

Experience:
Candidates should possess at least five years of progressively responsible work experience in areas such as office management, finance, accounting, ICT, or supply chain management. This experience should demonstrate a solid understanding of financial processes and office administration, ideally within an international or non-profit context.

Languages:
Fluency in Spanish and English is mandatory for this position. Proficiency in additional languages may be considered an asset, particularly if it aligns with the operational needs of UNICEF in the region.

Additional Notes:
This position is full-time and may involve working in a dynamic environment that requires flexibility and adaptability. UNICEF is committed to diversity and inclusion, encouraging candidates from various backgrounds to apply. The organization offers benefits such as paid parental leave, breastfeeding breaks, and reasonable accommodations for persons with disabilities. Candidates should be aware that UNICEF does not charge any processing fees during the recruitment process and that all selected candidates will undergo rigorous background checks. Additionally, candidates may need to meet medical clearance and vaccination requirements as part of the hiring process.