Operations Assistant

The Operations Assistant provides effective support for operational processes and procedures of the Tanzania Country Office to facilitate programme delivery. The role includes asset management, basic ICT services, internal administrative actions, and overarching administrative support to CO operations and implementing partners.

Responsibilities

• Provide effective and full secretarial and administrative support to the Operations unit, ensuring high quality, accuracy, and consistency of work.
• Screen and log incoming correspondence, and distribute to 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.
• Oversee cleaning services, repairs and maintenance of office equipment.
• Undertake any ad-hoc administrative/duties as required.
• Ensure all travel related arrangements including processing payments, booking tickets and hotels, facilitating visas, arranging transportation, settling travel claims, and preparing travel reports.
• Develop tools and mechanisms for effective monitoring of travel plans and budgets and provide accurate information to the Operations Manager.
• Ensure logistics and management of schedules for incoming missions and international meetings including VIP arrangements and protocol requirements.
• Liaise with the Common Back Office to organize and provide logistical support to meetings, conferences and workshops.
• Oversee management of office vehicles and fuel management.
• Comply and help others to comply with financial policies and procedures.
• Maintain adequate financial records and keep documentation organized.
• Review and prepare material for common system activities relating to common services and premises, cost recovery, security, etc.
• Support the country office during internal and external audit exercises.
• Contribute in drafting of contracts and preparation of required information for Purchase Orders compliance.
• Ensure efficient management of office supplies.
• Act as the CO asset management focal point and inventories.
• Act as the CO Greenhouse Gas (GHG) focal point.
• Participate in assessment of technical capability and financial health to qualify companies as potential contractors for UNFPA.
• Participate in preparation of documents for the Contract Review Committee.
• Participate in assessment of post contract activities.
• Participate in interagency Admin and ICT working group and in the Business Operating Strategies (BOS) process and implementation.
• Perform any other duties as assigned by management.
• Support networks administration including offsite backup, backup logs and restoration procedures; troubleshoot network problems and respond to user needs regarding network access.
• Provide administrative support by ensuring establishment and maintenance of CO databases and providing orientation to staff.
• Ensure ICT security through control of administrative rights and password policies.
• Manage contract negotiations and vendors of ICT goods and services.

Requirements

• Completed Secondary Level Education required.
• First level university degree in Business Administration, Information Technology, Computer Science or related areas desirable.
• 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 is desirable.
• Previous experience in ICT user support, ERP Systems, and software (Quantum, PowerBI).
• Proficiency in Excel, Power Point and MS Word.
• Excellent oral and written communication in English.
• Knowledge of Swahili and/or other official UN language is an asset.

Skills

• Administration Support
• Finance Programme Support
• Budget Management
• Accounting
• IT User Support
• Database Management
• Data Analysis
• Reporting
• Office Management
• Client Services
• Confidential Information Handling
• Deadline Management
• Word Processing
• Typing
• Filing
• Office Equipment Operation
• ERP Systems
• Quantum Software
• Power BI
• Excel
• Power Point
• MS Word

Languages

English, Swahili