National Post: Operations Assistant, Dar es Salaam, GS5

Organizational Context

The Operations Assistant plays a key role in providing effective support for the operational processes and procedures of the Tanzania CO to facilitate programme delivery. The incumbent will pay strict attention to detail, adhere to deadlines, and ensure compliance with the relevant rules, guidelines, processes, and procedures. S/he provides critical assistance in asset management, basic ICT services, internal administrative actions and overarching administrative support to CO operations and implementing partners. You will report directly to the International Operations Manager. UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2026-2029), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose

The position will provide effective and full secretarial and administrative support to the Operations unit, ensuring high quality, accuracy, and consistency of work. You will oversee the Country Office's asset management, ensure the provision of basic ICT support services, and deliver comprehensive administrative assistance to maintain seamless business processes and procedures.

Responsibilities

A) Effective administrative & secretarial support - Screen and logs incoming correspondence, and distributes to the relevant units - Draft responses to Operations related correspondences when appropriate. - Maintain a proper and user friendly filing & document control system for recording and tracking of all Operations’ documents in accordance with established classification systems (hard and electronic copy) - Oversee cleaning services, repairs and maintenance of office equipment. - Undertake any ad-hoc administrative/duties as required. B) Travel and logistics support - Ensure all travel related arrangements; processing of relevant payments, booking of tickets and hotels, facilitating visas, arranging transportation, settling Travel claims /reimbursable claims, preparing semi-annual and annual travel reports, and other related tasks. - Develop tools and mechanisms for effective and efficient monitoring of travel plans and budgets, coordinate the compilation of administrative and financial data in relation to travel, and provide accurate and up-dated information to the Operations Manager on a continuous basis. - Ensure logistics and management of the schedule for incoming missions and international meetings, including the processing of VIP arrangements for high-level officials, and managing protocol requirements. - Liaise with the Common Back Office to organize and provide logistical support to meetings, conferences and workshops for the office; Oversee management of office vehicles and fuel management C) Other business operations support - Comply and help others to comply with financial policies and procedures; - Maintain adequate financial records and keep all documentation organized in their proper files. - Review and prepare material for common system activities relating to common services and premises, cost recovery, security, etc. and represent UNFPA in related inter-agency meetings and working groups. - Support the country office during internal and external audit exercises. - Contribute in drafting of contracts, including preparation of required information for Purchase Orders compliance. - Ensure efficient management of the office supplies. - Act as the CO asset management focal point and inventories. - Act as the CO Greenhouse Gas (GHG) focal point - Participate in the assessment of technical capability and financial health in order to qualify companies as potential contractors for UNFPA. - Participate in the preparation of documents to be submitted to the Contract Review Committee. - Participate in the assessment of post contract activities. - Participate in the interagency Admin and ICT working group and in the Business Operating Strategies (BOS) process and implementation. - Perform any other duties as may be assigned by the management of the Country Office. D) ICT support - Support networks administration, including the establishment of offsite backup, back up logs and restoration procedures; trouble-shooting network problems and responding to user needs regarding network access. - Provide administrative support by ensuring the establishment and maintenance of CO databases and providing orientation to staff - Support networks administration using best practice, including the establishment of offsite backup, back up logs and restoration procedures; trouble-shooting network problems and responding to user needs regarding network access. - Ensure ICT security through control of administrative rights to prevent the loading of unauthorised software; ensuring that desktop, laptop and server passwords and related policies are in line with established corporate standards. - Manage contract negotiations and vendors of ICT goods and services.

Work Experience

- Five (5) years of experience in administration, finance programme support, ICT or general office management support; - Knowledge of accounting, budget management, finance, ICT, data bases, analysis and/or reporting; - Good writing, communication and interpersonal skills; - Ability to organize and meet deadlines; - An excellent knowledge of word processing, typing, filing, and operation of common office equipment; - Good client service skills - An ability to handle confidential matters, set priorities, and work well under pressure with attention to detail; - Previous experience with a multilateral or international organization, notably with desirable; - Previous experience in ICT user support, ERP Systems, and software (Quantum, PowerBI) - Proficiency in Excel, Power Point and MS Word

Skills

- Exemplifying integrity, - Demonstrating commitment to UNFPA and the UN system, - Embracing cultural diversity, - Embracing change - Achieving results, - Being accountable, - Developing and applying professional expertise/business acumen, - Thinking analytically and strategically, - Working in teams/managing ourselves and our relationships, - Communicating for impact - Business acumen - Implementing management systems - Innovation and marketing of new approaches - Client orientation - Organizational awareness

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