Operations Assistant

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead UN agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and has a mission to promote the right of every woman, man, and child to enjoy a life of health and equal opportunity. The organization is committed to achieving the Sustainable Development Goals by 2030, particularly in areas related to reproductive health, gender equality, and population dynamics. UNFPA's strategic plan for 2026-2029 outlines its response to a complex global environment, emphasizing resilience and renewal through a focus on four interconnected outcomes: ending unmet needs for family planning, preventing maternal deaths, eliminating gender-based violence, and adapting to demographic changes through evidence-based policies. UNFPA values principled and ethical staff who embody international norms and standards, and who are committed to delivering high-impact results in a rapidly changing development landscape.

Job Overview:
The Operations Assistant position is situated within the West and Central Regional Office (WCARO) of UNFPA in Dakar, reporting directly to the Regional Operations Manager. This role is pivotal in providing integrated program and technical support, which is essential to UNFPA's overarching strategy. The Operations Assistant collaborates closely with the Regional Operations Manager and their team to ensure timely operational support to Country Offices (COs). This position also involves working with various teams, including the Operations and HR Team in WCARO, as well as personnel from Headquarters, Sub-regional Offices, and Country Offices. The role requires effective communication and collaboration with internal and external stakeholders to achieve common goals and uphold UNFPA's mandate and organizational vision. The Operations Assistant is responsible for administrative and financial support to the program and technical teams, particularly in advising and assisting COs in the region, and managing the regional program effectively. Additionally, the role includes providing data and research assistance to enhance operational efficiency.

Duties and Responsibilities:
The Operations Assistant will undertake a variety of responsibilities, including but not limited to: assisting the Operations HR Unit in collaboration with the Programme Unit to provide support and advice to COs on operational and program matters; organizing all logistical, administrative, and financial arrangements for technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events; coordinating the UNFPA technical network in substantive areas; preparing and monitoring the Operational Management Plan (OMP); assisting in the preparation, implementation, and monitoring of the regional program; reviewing incoming correspondence and preparing necessary information for responses; drafting and finalizing replies to inquiries; preparing travel authorizations and making travel arrangements; maintaining the office filing system and assisting in archiving; updating country, partner, and project files; preparing requisition requests in Quantum; producing monthly financial reports; following up on financial report submissions; performing research assistance duties; summarizing information for WCARO reports and publications; gathering data for documents and guidelines; assembling briefing materials; and carrying out any other duties as assigned by the Deputy Regional Director or Regional Operations Manager.

Required Qualifications:
Candidates must possess a completion of secondary level education as a minimum requirement. Additionally, five years of experience in administration, finance program support, ICT, or general office management support is essential. Knowledge of accounting, budget management, finance, ICT, databases, analysis, and reporting is required. Candidates should demonstrate good writing, communication, and interpersonal skills, as well as the ability to organize and meet deadlines. Proficiency in word processing, typing, filing, and operation of common office equipment is necessary, along with good client service skills. The ability to handle confidential matters, set priorities, and work well under pressure with attention to detail is crucial. Previous experience with a multilateral or international organization is desirable, and experience within the UN common system is highly preferred. Proficiency in Excel, PowerPoint, and MS Word or G-suite is also required.

Educational Background:
The educational background required for this position includes the completion of secondary level education. While higher education may be beneficial, it is not explicitly stated as a requirement for this role. The emphasis is placed on practical experience and relevant skills rather than formal higher education qualifications.

Experience:
The position requires a minimum of five years of relevant experience in administration, finance program support, ICT, or general office management. Candidates should have a solid understanding of accounting principles, budget management, and financial processes. Experience in a multilateral or international organization, particularly within the UN system, is highly desirable. The role demands a proven ability to manage multiple tasks effectively and to work under pressure while maintaining attention to detail.

Languages:
Fluency in English is mandatory for this position, along with a working knowledge of French. Proficiency in both languages is essential for effective communication within the diverse environment of UNFPA and its stakeholders.

Additional Notes:
This position is full-time and is based in Dakar, Senegal. UNFPA promotes a work environment that reflects values of gender equality, diversity, integrity, and a healthy work-life balance. The organization encourages applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. Reasonable accommodations may be provided to applicants with disabilities upon request to support their participation in the recruitment process. UNFPA is committed to equal opportunities in terms of appointment, training, compensation, and selection for all candidates, regardless of personal characteristics. The selection and appointment process may be subject to background and reference checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any fees in connection with the application or recruitment process.