Operations Assistant, WCARO, Dakar, Senegal, G5

Job Description

The Position:

The Operations Assistant position is located in the West and Central Regional Office of UNFPA, Dakar and reports to a Regional Operations Manager.

The Operations Assistant is coordinated by the Regional Operations Manager, which provides integrated programme and technical support within a systems strengthening approach fundamental to UNFPA’s overall strategy. The Operations Assistant also works in close collaboration with the Regional Operations Manager and his/her team to ensure timely support to COs on operational matters.

The Operations Assistant works with and provides support the members of the Operations and HR Team in the WCARO, as well as the team under the Programme Coordination staff in the country offices; Operations Assistant and officers at Headquarters, Sub-regional Offices and Country Offices as well as all staff within the Regional Office. Contacts with staff and other personnel promote achievement of common goals and shared objectives and demonstrate personal commitment to UNFPA’s mandate and organizational vision. Both internal and external contacts include exchange of information on broader aspects of the work area which may include providing clarification of non-routine matters involving some technical input.

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff who embody these international norms and standards and will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Job Purpose:

The Assistant provides, administrative and financial support to the programme and technical team, especially to advise and support to COs in the region, and to support the management of the regional programme. The Operations Assistant also provides some data and research assistance.

You would be responsible for:

• 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; and Carry out any other duties as may be required by the Deputy Regional Director or the Regional Operations Manager.

Qualification and Experience

Education:

Completion of secondary level education is required.

Knowledge and Experience:

• 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, notably with desirable;
• Previous experience within the UN common system is highly desirable
• Proficiency in Excel, Power Point and MS Word or G-suite

Languages:

Fluency in English. Working knowledge of French.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Managing financial processes
• Job knowledge / technical expertise
• Proficiency in current office software applications; good basic knowledge of finances and mastery of a series of financial and spreadsheet software

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.