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Under the supervision of the Operations Officer, the Operations Associate is responsible for providing critical support across a range of operational functions within the Kano Field Office. This role ensures the efficient and effective management of financial transactions, and operational systems. The Operations Associate must demonstrate a strong understanding of UNICEF's financial and operational processes, ensuring compliance with UNICEF's policies and regulations. The role requires a proactive and organized individual who can work independently, research and adapt to irregular cases, and recommend improvements to enhance process delivery and design. By supporting both administrative and operational functions, the Operations Associate plays a vital role in maintaining the office's efficiency and effectiveness.

MAJOR RESPONSIBILITIES:

key functions/accountabilities;

Support to Financial Control

• Review and submit payment to GSSC for utility payments, supplies, Purchase Orders POs, advances, and other payments. Ensure all requests include the necessary supporting documents, are certified by the staff responsible, and are coded correctly.
• Managing the transition of UNICEF's funding sources, ensuring compliance with policies, and maintaining clear communication with stakeholders.
• Monitor and advise budget Operations Manger on the financial status of operational projects, identifying potential under- and over-expenditures, and recommend reallocation to optimize available funds.
• Create financial commitments Service requisitions and funds commitments in alignment with the section's approved budgets

Contracting of Service Providers

• Working closely with the supply associate, facilitate the processing of contracts for external parties, ensuring timely completion of contracting actions as per the UNICEF procurement rules and regulations.
• Assist in monitoring Operations PO status and open commitments by preparing regular and ad-hoc management reports.
• Maintain updated databases of contracts and follow up on contract expirations, renewals, or closures as needed.

General Operations and Governance Support

• Ensures the timely and cost-effective provision of basic office services including space and facilities management, equipment, communications and security to enhance staff safety and productivity.
• Maintains fiduciary integrity/responsibility for funds and assets.
• Maintain hard and electronic files and update database systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.
• Develop an efficient filing system to make updating and retrieving files easier, following policies and confidentiality dictations to safeguard data and information.
• Organize paperwork according to the filing system and digitalize all important documents. Protect and update files as necessary.
• Support initiatives for management improvement by capturing, institutionalizing and sharing best practices and lessons learned. Recommend improvements in processes and procedures to enhance productivity and performance including implementation of cost saving strategies.
• Participate and/or organize training and learning events to build capacity of staff and stakeholders/partners.
• Performs any other duties and responsibilities assigned as required.

To qualify as an advocate for every child you will have

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Work Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.
• Language Requirements: Fluency in English is required. Knowledge of another official UN language Arabic, Chinese, French, Russian or Spanish or a local language is an asset.