Internal VA, Operations Associate, GS-6, FT #103362 Rabat, Morocco

Operations Associate, GS6, FT #103362, Rabat, Morocco - MENA

UNICEF works in over 190 countries and territories to save children's lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built, we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Education

How can you make a difference?

Under the supervision and guidance of the Operations Manager, the Operations Associate is responsible for executing a broad variety of procedural and specialized complex administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies. The Operations Associate is also responsible for UNICEF fleet management and supervision of UNICEF drivers, as well as maintaining effective working relations with all stakeholders, including other agencies, local authorities, and implementing partners.

Summary of key functions/accountabilities:

1. -     Budget Monitoring (specialized)

• Monitors budgets and financial expenditures of section by implementing management tools to optimize the operating costs of the Office, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization by conducting a cost analysis which should make it possible to identify areas for budget savings operational, and financial closure.
• Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for Incumbent`s section such as registering grant allotments and tracking expiring programme grants.

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2. -     Administration section Planning & Project Management (specialized)

• Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans, and contributes to updating the various workflows within the framework of the execution of the Office's annual management plan
• Undertakes basic research and performs comparative analysis of administrative related data and makes relevant recommendations for improving the shortcomings identified.
• Monitors project implementation against established milestones and make recommendations to improve performance.
• Help ensure timely compliance with agreed deadlines.
• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

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2. -     Procurement

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DPC.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.

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2. -     Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team and contributes to the organization of thematic sessions open to All Staff to refresh administrative rules and procedures.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

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2. -     Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings.
• Take minutes of meetings, ensuring accuracy, attention to detail and coherence.

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2. -     Events/Logistics

• Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads clear materials to the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

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2. -     Travel

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization's rules and policies.
• Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. For international travel, establish a comparison table of travel agencies in order to obtain competitive costs and direct routes in accordance with UNICEF procedures in this area.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. 
• Extracts, inputs, maintains, and verifies correctness of travel records in the organization's travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Monitors travel certification and report back to the team.

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2. -     Invoice Processing

• Responsible for collecting invoices and filing documents for approval and onwards processing in VISION.  
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

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2. -     Supplies/Equipment

• Supports management of administrative supplies, office equipment including vehicles, and updating inventory of items.
• Prepare the Operations supply plan on time, based on the needs expressed by the different sections. This plan must include operating costs, consumables, furniture and equipment, as well as construction and security work for the office.
• Monitors and supervises adequate and appropriate use of supplies, by producing periodic reports, and by noting all anomalies observed. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Responsible for the purchase and timely distribution of office supplies.
• Assist with annual physical inventory of all expendable and non-expendable items in office; proceed with data reconciliation; Identify and recommend replacement/disposal of equipment and supplies.

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2. -  Attendance

• Maintains and updates a system which monitors the attendance of the supervisees.

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

The following minimum requirements:

• Education: Completion of secondary education is required. Professional and/or university courses related to the field of work are highly desirable.

• Work Experience: Minimum six years of progressively responsible administrative or clerical work experience required.

• Language Requirements: Fluency in French & Arabic is required. Good working knowledge in English is an asset.

NB: For this position, a bachelor's degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master's degree may replace additional two years.

For every child, you demonstrate…

UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The 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 

(8) Nurtures, leads and manages people

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world's most disadvantaged children, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks: 

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF's active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable Female candidates are encouraged to apply.

"UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at "

Only shortlisted candidates will be notified and advance to the next stage of the selection process. 

"The VA is open to internal Candidates only."

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without the assessment of other candidates.

[CO/ HQ specific: visa residence requirements: i.e.: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.]

Additional information about working for UNICEF can be found here.