Overview

The Operations Associate performs a variety of functions related to reporting, implementation, and planning for projects within a certain geographical area, working under the supervision of a (Senior) Operations Officer.

Tasks Summary

• Review operational data, regional and country operations plans and ensure that plans are correctly set up by verifying indicators, budget lines, prioritization and apportioning.
• Create reports; conduct regular regional, operation-specific and comparative analyses of plans through COMPASS, Cloud ERP, Power BI - Results Data Portal and Workday to create appropriate tables for Operations Officers.
• Use tables to detect and quickly show inconsistencies and/or system problems, possible programme shortfalls and advise field operations accordingly.
• Assist in training of staff to build capacity in: COMPASS, Cloud ERP, Power BI - Results Data Portal and Workday.
• Initiate administrative processing of implementing instruments, sub-agreements and closure of projects at the Operations level.
• Provide administrative and operational support across a range of programme activities, including but not limited to processing field requests related to financial transactions, procurement actions, and documentation for internal review and approval processes (e.g., Committee on Contracts, Budget Committee), ensuring compliance with relevant procedures and timelines.
• Contribute to the preparation of plans, reports, project documents and submissions for donor funding by drafting and reviewing text and preparing budgets.
• Prepare background information of use in discussions within the Country Operations, Bureau, Divisional Support and field Offices.
• Follow-up, in close coordination with the field, on the purchase requests with the concerned units at Headquarters and prepare draft memos with field inputs for submission to Committee on Contract.
• Liaise with Donor Relations, maintains records of status of contributions, commitments, availability of funds, compiles data and produces financial reports to be attached to Appeals or reports.
• Keep track of up-dated Fact-Sheets of Country and Regional Operations.
• Gather information from the press and other public sources to facilitate the Operations Officers analysis of political and social developments impacting on UNHCR’s operations.
• Enforce compliance with UNHCR’s global strategies, protocols and guidelines.
• Decide which issues of inconsistency and/or non-compliance with RBM processes and deadlines have to be brought to the attention of Operations Officers, senior management and country/regional operations.
• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
• Perform other related duties as required.

Experience Requirements

• 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.
• In depth knowledge of/previous experience in COMPASS, Cloud ERP and Power BI - Results Data Portal and/or other RBM systems analysis.
• Understanding of the basics of IPSAS.
• Training in programme design, monitoring & evaluation.
• Completion of UNHCR learning programmes relevant to the functions (e.g. OMLP).
• Knowledge of UNHCR's operational rules and procedures.
• Direct experience as Programme or Operations Associate and in COMPASS development training.
• Une expérience en appui aux programmes, notamment les outils du programmes, les etapes de la planification, en coordination avec les partenaires locaux et suivi des résultats, constituera un atout majeur.
• Le/la candidat(e) idéal(e) devra justifier d’une solide expérience au sein du bureau de l’UNHCR à Djibouti, avec une connaissance approfondie des règles financières, des règlements et des procédures administratives propres à l’organisation dans ce contexte.
• Une connaissance des ressources humaines est egalement essentiel.
• Il/elle aura démontré ses capacités à gérer efficacement les fonctions administratives et financières, y compris la tenue des dossiers, le suivi budgétaire, la réconciliation des dépenses, la gestion du Petty Cash, ainsi que la préparation des rapports financiers conformément aux normes du HCR.
• Une bonne maitrise des processus d’achat, de la gestion des fournisseurs, de la logistique liée aux déplacements et de la gestion des actifs est indispensable.
• Il/elle devra également avoir une expérience confirmée en matière de conformité aux audits, contrôles internes et politiques propres au HCR Djibouti.
• Des compétences organisationnelles solides, un grand souci du détail, et une aptitude à gérer les fournitures de bureau, les inventaires et la documentation sont attendus.

Qualification Requirements

• Business Administration
• Economics
• Political Science
• Law