Operations Assistant

The United Nations Population Fund (UNFPA) is inviting applications for the position of Operations Assistant in Dar es Salaam, Tanzania. The role provides essential administrative and operational support to the UNFPA Tanzania Country Office, helping ensure that programmes and office activities are delivered efficiently, on time and in compliance with established UNFPA policies and procedures.

The Operations Assistant will support a broad range of functions, including travel and logistics, asset and inventory management, financial administration, office supplies, ICT support, vendor coordination, document management and audit activities. The position is particularly suited to candidates with strong administrative experience and knowledge of finance, ICT, databases, reporting and general office operations.

About the Role

The Operations Assistant plays a key role in supporting operational processes and procedures within the Tanzania Country Office. The position requires strong attention to detail, effective time management and the ability to comply with relevant rules, guidelines and procedures.

The successful candidate will provide administrative and technical support in areas such as asset management, ICT services, travel arrangements, financial documentation, procurement support, office facilities and implementing partner operations. The position reports directly to the International Operations Manager.

Responsibilities

Administrative and Document Management

• Screen and log incoming correspondence.

• Distribute correspondence to relevant units.

  

• Draft responses to operations-related correspondence when appropriate.

• Maintain an effective filing and document control system.

  

• Record and track Operations documents in accordance with established classification systems.

• Maintain both hard-copy and electronic records.

  

• Undertake ad-hoc administrative duties as required.

• Provide general administrative support to Country Office operations.

Travel and Logistics Management

• Coordinate travel-related arrangements for staff and official missions.

• Process relevant travel payments.

• Book airline tickets and hotels.

• Facilitate visa arrangements.

• Arrange transportation.

• Process travel claims and reimbursable claims.

• Prepare semi-annual and annual travel reports.

• Develop tools for monitoring travel plans and budgets.

• Coordinate administrative and financial data relating to travel.

• Provide accurate and updated travel information to the Operations Manager.

• Coordinate schedules for incoming missions and international meetings.

• Arrange VIP services for high-level officials.

• Manage protocol requirements.

Meetings, Conferences and Office Logistics

• Liaise with the Common Back Office to organize logistical support for meetings.

• Support conferences and workshops.

• Coordinate office logistics for official activities.

• Oversee management of office vehicles.

• Monitor fuel management.

• Support logistics for international and inter-agency meetings.

Financial Administration

• Comply with UNFPA financial policies and procedures.

• Support other staff in complying with financial policies and procedures.

• Maintain adequate financial records.

• Ensure financial documentation is properly organized and filed.

• Compile administrative and financial information relating to travel.

• Prepare materials for common system activities involving common services, premises, cost recovery and security.

• Contribute to the preparation of contracts.

• Prepare required information for Purchase Order compliance.

• Support internal and external audit exercises.

Office Facilities and Supplies

• Oversee cleaning services.

• Coordinate repairs and maintenance of office equipment.

• Ensure efficient management of office supplies.

• Support effective management of office premises.

• Assist with common services and operational activities.

Asset and Inventory Management

• Serve as the Country Office asset management focal point.

• Maintain asset inventories.

• Monitor and update asset records.

• Support proper management and tracking of office assets.

• Ensure asset information is properly maintained and available when required.

Procurement and Vendor Management

• Participate in assessing the technical capability of potential contractors.

• Participate in assessing the financial health of companies seeking to work with UNFPA.

• Support the qualification of potential contractors.

• Participate in preparing documents for submission to the Contract Review Committee.

• Participate in assessments of post-contract activities.

• Contribute to contract preparation.

• Manage ICT goods and services vendors.

• Support contract negotiations relating to ICT goods and services.

ICT and Network Support

• Support network administration.

• Assist with establishing offsite backups.

• Maintain backup logs and restoration procedures.

• Troubleshoot network problems.

• Respond to user requests concerning network access.

• Support the establishment and maintenance of Country Office databases.

• Provide orientation to staff on relevant systems.

• Ensure ICT security through appropriate control of administrative rights.

• Prevent installation or loading of unauthorized software.

• Ensure desktop, laptop and server passwords comply with established corporate standards.

• Support ICT systems and user needs across the Country Office.

• Work with ERP systems and relevant software applications.

Inter-Agency Coordination

• Prepare materials for common system activities.

• Represent UNFPA in relevant inter-agency meetings and working groups.

• Participate in the inter-agency Administration and ICT Working Group.

• Participate in the Business Operating Strategies (BOS) process and implementation.

• Support collaboration with other UN agencies and common service arrangements.

Compliance and Audit

• Ensure compliance with applicable operational and financial procedures.

• Support internal and external audits.

• Maintain organized records required for audits.

• Ensure operational documentation is complete and accessible.

• Support implementation of established management systems and controls.

Other Duties

• Perform other duties assigned by Country Office management.

• Support operational improvements and innovative approaches.

• Provide administrative assistance to programme and operations teams when required.

Qualifications Required

Applicants should have:

• A High School Certificate.

• Knowledge of accounting.

• Knowledge of budget management and finance.

• Knowledge of ICT.

• Knowledge of databases.

• Knowledge of data analysis and reporting.

• Excellent knowledge of word processing and typing.

• Good knowledge of filing systems.

• Ability to operate common office equipment.

• Proficiency in Microsoft Excel.

• Proficiency in Microsoft PowerPoint.

• Proficiency in Microsoft Word.

Experience Required

Candidates should have:

• At least 5 years of experience in administration, finance, programme support, ICT or general office management support.

• Experience in administrative and operational support.

• Knowledge of financial and budget management.

• Experience with databases, data analysis and reporting.

• Previous experience with a multilateral or international organization is desirable.

• Previous experience providing ICT user support is desirable.

• Experience with ERP systems is an advantage.

• Experience with Quantum is an advantage.

• Experience with Power BI is an advantage.

Skills and Competencies

The successful candidate should demonstrate:

• Good writing and communication skills.

• Strong interpersonal skills.

• Excellent organizational abilities.

• Ability to meet deadlines.

• Strong client service skills.

• Ability to handle confidential information.

• Ability to set priorities effectively.

• Ability to work under pressure.

• Strong attention to detail.

• Business acumen.

• Organizational awareness.

• Analytical and strategic thinking.

• Ability to implement management systems.

• Ability to develop and apply professional expertise.

• Ability to work effectively in teams.

• Strong relationship management skills.

• Ability to communicate effectively and achieve results.

• Accountability and integrity.

• Commitment to innovation and improved approaches.

Language Requirements

Applicants should have:

• Excellent oral and written English communication skills.

• Knowledge of Swahili is an asset.

• Knowledge of another official UN language is an asset.

Key UNFPA Competencies

Candidates are expected to demonstrate:

• Integrity.

• Commitment to UNFPA and the UN system.

• Respect for cultural diversity.

• Adaptability to change.

• Client orientation.

• Accountability.

• Results orientation.

• Professional expertise.

• Analytical and strategic thinking.

• Effective teamwork.

• Strong communication for impact.

Job Details

• Position: Operations Assistant

• Organization: United Nations Population Fund (UNFPA)

• Location: Dar es Salaam, Tanzania

• Employment Type: Full-Time

• Experience Required: 5 years

• Education: High School Certificate

• Salary: Negotiable

• Application Deadline: 28 August 2026

How to Apply

Interested and qualified candidates should submit their applications online through the official UNFPA careers portal.

Apply through the UNFPA Careers Portal

Applicants should carefully review the requirements and provide accurate information regarding their education, professional experience, administrative skills and technical competencies before submitting the application.

Final Thought

The UNFPA Operations Assistant position provides an opportunity for an experienced administrative or operations professional to work within an international organization and support the effective delivery of Country Office activities. Candidates with at least five years of relevant experience, strong administrative abilities and knowledge of finance, ICT and office operations should consider applying before 28 August 2026.