JOB SUMMARY

Under the direct supervision of Deputy Representative Operation, the Operations Associate will support the operations functions, facilitate change, provide risk informed, solution-focused analysis, advice and services and contribute to programme and management decisions for delivering results for children in specific operational contexts. The Operations Associate will accomplish this by:

Effective operations of financial, budget, procurement and administrative management: Assist in ensuring that the effective, equitable and efficient operations of the office’s finance, budget, procurement and administrative systems to support and facilitate the attainment of programmatic goals and objectives by meeting changing operational requirements.

Coordination communication, collaboration established and maintained with internal and the Brazil Country Office: Contributes to the implementation of the effective communication with the Brazil Country Office, training, roll-out, monitoring and evaluation of new operational initiatives, guidelines and procedures. Provide staff briefing and orientation regarding all of the operational areas. As technical/functional-expert, accountable for providing the correct and consistent interpretation and application of organizational policies and procedures in the management of finance and administrative functions through the provision of technical expertise and operational support to the country office. Alert and recommend to the Head of Office, the Operations Dep Rep in BCO and HQ when deviation from the rules and regulations may be required and propose alternative solutions to meet office objectives. Contribute to global and regional strategic planning and policy changes/formulation on operational matters as and when necessary. Contribute to effective management process by providing technical support to corporate committees (including PBR, RMTs, CMT, JCC, CRC, PSB, etc.).

Basic office services effectively provided to enhance staff safety: Ensure the provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity. Identifies and proposes appropriate office accommodations, (i.e., ensures maintenance of premises, security of staff, office premises, equipment and supplies). Ensures the acquisition of all expendable and non-expendable property (administrative and/or programme supplies), ensuring that procurement is made according to the organization’s rules, regulations and procedures. Controls inventory, its utilization and disposal. Under the auspices of the Inter-Agency Operations Management Team, support approaches for enhancing UN common services to attain efficiencies and effectiveness.

The Operations Associate will be supporting the Operations Officer with the following five pillars, the core focus of all operations functions: Valuing People, Valuing Money, Valuing Risk Management, Valuing Systems and Structures, Valuing Partners.

Contracting of consultants or other service providers: In consultation with supervisor, processes the contracts for consultants and external partners that provide a service to the section/ field office. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in vision, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up to date. Arrange for the purchase and timely distribution of office supplies. Completion of documentation and checklists for recruitment of individual consultants and contractors.

Governance Support: Act as the focal point to provide user accounts (ID) for VISION through the IRC platform, and manage ZVISA Application, including Table of Authority (TOA) updates and role mapping reconciliation, as well as segregation of duties (SOD) monitoring/mitigation. Maintains files of delegation letters.

If you would like to know more about this position, please review the complete Job Description here:  Specific JD – Operations Associate G6 – BRZ23040.pdf

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

Minimum requirements:

• Education: Completion of secondary education. Technical degree in accounting, business administration, economics or financial management is desirable.
• Work Experience: Six years of relevant progressive work experience in office management, finance, accounting, ICT, human resources, supply and administration and/or other related fields.
• Language Requirements: Fluency in English and Portuguese is required. Knowledge of Spanish is an asset.

Desirables:

• Developing country work experience and/or familiarity with emergency.