Operational & Administrative Support Consultant (National, Belarus)
JOB DETAIL
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, chance
Consultancy Title: Operational & Administrative Support Consultant (National, Belarus)
Section/Division/Duty Station: Operations section, UNICEF Belarus CO
Duration: October – December 2024 (about 3 months)
Home/ office Based: Remote / Home-based (with visits to the office according to the needs (Minsk, Belarus))
About UNICEF
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world’s leading children’s rights organization would like to hear from you. Over 75 years, UNICEF has been working on the ground in 190 countries and territories to promote children’s survival, protection and development. UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and abuse. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations, and governments.
BACKGROUND
Purpose of Activity/Assignment:
The consultant is accountable for operational and administrative support services to enhance the smooth running of the team and its workflow. Under the supervision and guidance of the Operations Manager, the consultant is responsible for executing the tasks within this TOR to ensure the support to the Operations Section.
Scope of Work:
Information management
- Inventory of financial, administrative and procurement documents’ hard copies kept in the office and archiving them or preparing for liquidation in line with UNICEF Procedure on Retention of Recorded Information (DFAM/PROCEDURE/2019/003, 1 March 2019).
Finance
- Assistance in preparing VAT refund request for 3rd quarter 2024 (compiling documents, preparing Excel sheets, analysis of VAT receivables in Vision (based on the report generated from Vision by the Finance Associate), analysis of the received amount from the local tax office, preparing open items’ clearance report for GSSC).
- Assistance in reconciliation process with landlord Dipservice;
Supply & Logistics
- Assists in market researches to identify the potential suppliers for the office needs and to maintain suppliers roster;
- Support office with warehouse activities;
- Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.
- Support in proper packaging and labeling of programme supplies.
- Arrange for warehouse cleaning and maintenance activities
Administrative support
- Assistance in freeing up valuable storage space in the office and eliminating physical clutter through appropriate disposition of the stored items (roll-up banners, etc.).
Terms of Reference / Key Deliverables / Delivery Deadline:
| Work Assignment Overview | Deliverables/ Outputs | Delivery deadline |
| 1) Inventory of financial, administrative and procurement documents’ hard copies | – Based on the Retention Schedule for UNICEF Recorded Information (Supplement to UNICEF Procedure on Retention of Recorded Information), Guide to UNICEF Document Types, UNICEF Guidance on Documents that Can be Destroyed without Approval (GUIDANCE/DFAM/2018/001 v. 19 October 2023)
identify documents that should be archived (for permanent retention) or destroyed (for limited retention or that can be destroyed without approval). Compile batches of folders depending on the three document categories. – Prepare a catalogue of documents/folders for documents with permanent retention:. – For documents determined for destruction: prepare a list of documents and, based on it, a Records Destruction Form and get it approved; prepare a draft act for destruction of documents that can be destroyed without approval. – Arrange physical destruction of the documents in line with UNICEF Procedure for Destruction of Physical Records (PROCEDURE/DFAM/2019/002 v. 7 June 2023). Provide information to the Operations Manager on the quantity of the documents/folders to be destroyed, follow-up in line with the Manager’s decision on the mode of destruction (destroy by own means in the office by a shredder, request external company, etc.). |
30/11/2024 |
| 2) Assistance in preparing VAT refund request for 3rd quarter 2024 | – Based on the bank statements for CO’s local BYN and USD accounts, list of receivables from Vision prepare two draft tables (BYN and USD) with VAT refund amounts (bank statements and list of receivables are to be provided by Finance Associate).
– Compile folders with original hard copies to be submitted to the local tax inspection. Include into his compilation printed bank payment orders with supporting documents, receipts/cheques for Petty Cash, p-card and debit card (Belkart) payments, receipts provided by diplomats. – Prepare the final VAT refund request to be provided to the local tax office based on the official format, split into months. Prepare draft official letters to the tax office. – After receipt of the VAT refund to the CO’s local bank account, to analyze the received amounts, prepare the Excel clearing table and provide to the Finance Associate to be submitted to GSSC for clearance in Vision. – Prepare NFR with USD amounts for payment of the received VAT refund to diplomats and provide to the Finance Associate to be submitted to GSSC for further processing. |
31/10/2024 |
| 3) Assistance in reconciliation process with landlord Dipservice | – Analyze the reconciliation statement provided by the landlord Dipservice, compare with the CO’s bank statements for BYN and USD payments. | 31/10/2024 |
| 4) Assistance in freeing up valuable storage space in the office | – Organize volunteers and coordinate work on inventory of roll-up banners and other items kept in the office on the 5th floor with taking photos, preparing the list of items. Forward the list to the Communications’ section and obtain decision on the banners’ storage/disposition. Submission to the external company for destruction. | 15/11/2024 |
| 5) Support office with warehouse activities before moving to the new warehouse | – Conduct inventory of the office, putting the identified items on the catalogue on sharepoint
– Conduct inventory of the warehouses items, putting the identified items on the catalogue on sharepoint |
15/11/2024 |
| 6) Arrangement and monitoring of handover of the supplies | – Initiate cases for programme sections on supplies that have to be handed over
– Conduct needed actions on catalogue on sharepoint when the items are taken out and returned to the office or warehouse |
31/12/2024 |
| 7) Research of the new warehouse facility and organize relocation of supplies that are located in the office and in the old warehouse to the new one | – Conduct research of the new warehouse facility
– Relocation of supplies that are located in the office and old warehouse to the new one – Record all moving of the supplies in catalogue on sharepoint |
15/11/2024 |
Travel (if required as per TOR):
No travels required within this assignment
Qualifications
Education:
- Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work in administration and operations
Work experience/Knowledge/Expertise/Skills required:
- A minimum of 2 years of relevant administrative or clerical work experience is required;
- Advanced computer and MS Office knowledge and
- skills is required. Experience in work with large data volumes and spreadsheets.
- Fluency in English and Russian is required.
- Excellent communication skills;
- Ability to work effectively with people of different national and cultural background;
- Ability to work in a team environment to achieve common goals;
- Capacity to work in stressful conditions;
- High sense of confidentiality, initiative and good judgment;
- High level of Integrity and commitment to UNICEF’s mission and professional values;
- Organizational, planning and prioritizing skills and abilities.
Competencies:
- Knowledge and understanding of child protection issues, child rights, and relevant Demonstrates Self Awareness and Ethical Awareness
- Works Collaboratively with
- Drive to achieve impactful results
Requirements:
Completed profile in UNICEF’s e-Recruitment system and
- Interested applicants should provide a letter of interest (Cover Letter) describing how they can contribute to the interventions listed under roles and responsibilities and why they should be selected for this position. In addition, they should share their latest CV/Resume and financial proposal to undertake this job.
- Upload copy of academic credentials
- Financial proposal should be submitted using the financial offer template Financial Offer template_OpsAssistant Consultant.docx and must:
- Reflect the costs per each deliverable and the total lump-sum for the whole assignment period (in US$) to undertake the terms of reference.
- Include travel costs and daily subsistence allowance, if internationally recruited or travel is required as per TOR. Consultants are responsible for arranging their own transportation arrangements. UNICEF can provide office vehicle for some duty travel missions with prior agreement as per monthly travel plan approved by the supervisor.
- Include any other costs: health insurance, payment of an incidental expenditure (such as bank charges, insurances, etc.) and living costs as applicable.
- Indicate your availability.
- Any emergent / unforeseen duty travel and related expenses will be covered by UNICEF.
- At the time the contract is awarded, the selected candidate must have in place current health insurance coverage.
- Payment of professional fees will be based on submission of agreed satisfactory deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
For every Child, you demonstrate…
UNICEF’s values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).
To view our competency framework, please visit here.
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Remarks:
Individuals engaged under a consultancy will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants. Consultants are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.
The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.
