Operations Assistant, WCARO

The Operations Assistant provides administrative and financial support to the programme and technical team in the West and Central Regional Office of UNFPA, Dakar. The role supports country offices on operational matters and assists in logistical, financial, and data-related tasks to ensure smooth regional programme management.

Responsibilities

• Assist the Operation HR Unit, in collaboration with the Programme Unit, in providing support and advice to the COs on operational and programme matters.
• Undertake all logistical, administrative and financial arrangements required for the organization of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programme and technical team.
• Assist WCARO in coordinating the UNFPA technical network in the substantive area.
• Assist in the preparation and monitoring process of the OMP.
• Assist in the preparation, implementation and monitoring process of the regional programme.
• Review incoming correspondence, collect and prepare necessary information for reply / action, and draft and finalize response.
• Prepare first drafts of responses to inquiries received by the Operations HR for action by supervising officers.
• Prepare travel authorizations and make travel arrangements.
• Contribute to maintaining the office filing system and assist in archiving.
• Maintain and update country, partners and project files, including project progress reports, work plans and budgets in compliance with guidelines for the regional programme.
• Prepare requisition request in Quantum with input from the Operations HR members; utilize Quantum to produce monthly reports on the financial status of programmes or projects; create vouchers and payments in Quantum, as needed.
• Apply UNFPA rules, regulations and procedures.
• Follow up on the submission of financial reports by COs and partners.
• Perform research assistance duties including bibliographic and database searches; summarize information and draft contributions to WCARO reports, papers, technical notes, and publications.
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
• Assemble briefing materials and prepare power-point and other presentations for the technical and programme team members.
• Organize, compile and process information from donors, Regional Offices, programme countries, and country offices, as inputs to various databases and documents.
• Carry out any other duties as may be required by the Deputy Regional Director or the Regional Operations Manager.

Requirements

• Completion of secondary level education is required.
• 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 within the UN common system is highly desirable.
• Proficiency in Excel, Power Point and MS Word or G-suite.
• Fluency in English.
• Working knowledge of French.

Skills

• Administration Support
• Finance Programme Support
• Budget Management
• Accounting
• IT Support
• Database Management
• Data Analysis
• Financial Reporting
• Office Management
• Word Processing
• Typing
• Filing
• Office Equipment Operation
• Client Services
• Confidential Information Handling
• Deadline Management
• Excel
• Power Point
• MS Word
• G-Suite

Languages

English, French