Operations Assistant
UNICEF
Total years of experience :19 years, 6 Months
• Receives, screens, logs, and routes correspondences, drafts and attaches necessary background information and maintains follow-up system to ensure action taken and/or responses to any queries. Drafts routine correspondences from oral instructions, previous correspondences or other available information sources in accordance with standard office procedures.
• Searches office files and records relating to a variety of topics for information and reference; assists the Operations Manager CSU and Operations Manger Emergency in the preparation responses to address any queries; drafting periodic and statutory reports for submission to Regional Office or HQ as well as, evaluations and justifications, as required, on Operational issues.
• Arrange for travel of UNICEF staff on official business. This includes flight booking arrangements in accordance with UNICEF duty travel rules and regulations. Monitor the staff security clearance requests. Liaise with the Finance unit on the travel advance payments for staff on missions and follow up with travelers on their travel claims settlements.
• Assist in the payment process of the major vendor accounts such as the mobile network provider and the travel agency by doing data entry of the invoices into excel sheets.
• Organizes section meetings and takes minutes circulate as required and ensures follow up on agreed actions and/or implementation of recommendations therein.
• Prepares, on own initiative, correspondence, reports, evaluations, and justifications, as required, on general operational tasks which may be of a confidential nature within the assigned area of responsibility.
• Assists in the preparation of office budgets applicable to staff and servicing costs, and maintains necessary budgetary control records.
• Classifies and codes material relating to a number of subject matter areas, and maintains general office files for easy retrieval of information
• Arranges meetings, both internal and external, some involving high-ranking official, and takes minutes and/or notes at meetings.
• Performs other duties, as required.
•Provide spot translation of small documents (English-Arabic and Arabic-English).
•Maintain filing system both electronically and manually.
•Handle all logistics for workshops related to grants.
•Assist grants team in taking minutes of meetings for the Grant Evaluation Committees and other meetings as required.
•Assist the grants team in formatting and producing contracts, reports and presentations.
•Translate documents related to work, from English to Arabic and vice versa.
•Work with the office manager to ensure efficient internal and external office communication; telephone, faxes, e-mails, couriers.
•Assist in event planning and preparations.
•Manage the project library.
•Take minutes of meetings as well as following up the results and implementation.
•Assist the project team in formatting and producing reports and presentations.
•Assist in procurement process.
•Handle the petty cash.
•Great visitors and direct them to the appropriate individuals.
•Answer the telephone and transfer the calls to the appropriate individuals or departments.
•Maintain filing system both electronically and manually.
•Follow up stationery and office supplies needs.
•Provide relevant backup in case of absence of other members of the admin team.
•Schedule meetings and take minutes as well as following up the results and implementation.
•Type a variety of forms, letters, reports and memos.
•Organize and maintain office files both manual and electronic.
•Schedule appointments when and where applicable.
•Translate documents related to work, from English to Arabic and vice versa.
•Assist in event planning and preparations.
•Make travel arrangements and hotel reservations.
•Answer the telephone and transfer the calls to the appropriate individuals or departments.
•Great visitors and direct them to the appropriate individuals.
•Receive and distribute mail, as well as recording and handling all incoming and outgoing couriers.
•Schedule meetings and take minutes as well as following up the results and implementation.
•Type a variety of forms, letters, reports and memos.
•Organize and maintain office files both manual and electronic.
•Schedule appointments when and where applicable.
•Translate documents related to work, from English to Arabic and vice versa.
•Assist in event planning and preparations.
•Make travel arrangements and hotel reservations.
•Ordering stationery and receiving it according to invoice.
•Meeting with the high management to review the office performance.
•Organize office maintenance and repair work of all machines and furniture.
•Answer the telephone and transfer the calls to the appropriate individuals or departments.
•Great visitors and direct them to the appropriate individuals.
•Receive and distribute mail, as well as recording and handling all incoming and outgoing couriers.
•Schedule meetings and take minutes as well as following up the results and implementation.
•Type a variety of forms, letters, reports and memos.
•Organize and maintain office files both manual and electronic.
•Schedule appointments when and where applicable.
•Translate documents related to work, from English to Arabic and vice versa.
•Typing medical reports.
•Data entry.
• Keeping personnel records, as well as following up with HR issues like vacations, duty hours, correspondence, etc.
•Distribute specialized reports to appropriate departments.
•Assist Managers in preparing statistical reports.
•Distribute specialized reports to appropriate departments.
•Answer the telephone and transfer the calls to the appropriate individuals or departments.
•Great visitors and direct them to the appropriate individuals.
•Receive and distribute mail, as well as recording and handling all incoming and outgoing couriers.
B. A. in English for Specific Purposes (Applied English), with an average of 79.6% 'Very Good'. Completion of the B.A. was based on the bridging system.
Diploma in English Language. Passed the Community Colleges Certification Exam (CCCE) with an average of 74.5 %.
A certification in Executive Secretarial Duties with an average of 93%. The duration of the course is a whole academic year.
General Secondary Certificate "Literary Stream", with an average of 75.4 %.
