Operations Assistant, Ulaanbaatar, Mongolia At Unicef

Closing date: Thursday, 27 April 2023

Operations Assistant, GS-5, Ulaanbaatar, Mongolia #124500, Temporary Appointment 365 days

Job no: 561131

Position type: Temporary Appointment

Location: Mongolia Division/Equivalent: Bangkok (EAPRO), Thailand

School/Unit: Mongolia

Department/Office: Ulaanbaatar, Mongolia

Categories: Human Resources, Information Communication Technology, Supply Management, Legal Affairs, Operations, Administration, Financial Management, Facilities Management, Transportation

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, dedication…

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference?

The Operations Assistant is responsible for executing a broad variety of standardized operational tasks requiring thorough knowledge of UNICEF administrative and financial procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Summary of key functions/accountabilities:

Procurement and contracting

Supplies/Equipment

Invoice Processing

General Administrative Duties

Procurement/contracting:

  •  Provide input to the formulation of the annual Supply Plan. Conduct data review and analysis for category management and assist in the development of procurement strategies. Support market research in relevant areas for UNICEF and assist in gathering evidence on the best approaches to sustainable and best value for money procurement.
  •  Liaise with colleagues from respective programme sections in planning procurement and contracting initiatives, supporting development of relevant specifications, terms of reference, and logistics arrangements and timelines. From lessons learnt, contribute with good practices to strengthen sustainability of supply chains.
  •  Prepares documentation for the establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. Assists with bid openings, and technical and financial analysis of offers as might be required. Conduct clarifications with suppliers.
  •  Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
  •  Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.
  •  Regularly extract reports on the status of the existing LTAs, contracts, Purchase Orders (POs) and take necessary action in coordination with the relevant Programme.
  •  Support the Supply Officer in conducting local market surveys on ongoing and regular basis for identification of potential suppliers to procure the goods and services at competitive costs.
  •  Prepare and process documentation for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.

Supplies/Equipment

  •  Supports management of administrative supplies, office equipment, and updating low value assets and inventory in the systems
  •  Supports conducting the annual asset inventory count exercise
  •  Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
  •  Arranges for the purchase and timely distribution of office supplies.

Invoice Processing

  •  Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision and Service Gateway.
  •  Upload electronic files and verify results to destination system.
  •  Respond to client transaction status and other inquiries.

General Administrative Duties

  •  Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information
  •  Provide support in maintaining ICT network in the absence of the ICT officer
  •  Any other tasks as assigned by the direct supervisor

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

  •  Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
  •  A minimum of 5 years of progressively responsible administrative or clerical work experience is required.
  •  Prior UN experience would be considered as advantage.
  •  Hands on experience in SAP-ERP system is highly desirable.
  •  Fluency in English is required in addition to the knowledge of the local language.

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

UNICEF competencies required for this post are…

  •  Demonstrates Self Awareness and Ethical Awareness (1)
  •  Works Collaboratively with others (1)
  •  Builds and Maintains Partnerships (1)
  •  Innovates and Embraces Change (1)
  •  Thinks and Acts Strategically (1)
  •  Drive to achieve impactful results (1)
  •  Closes Apr 28 2023

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