Administrative and Finance Assistant

Position Summary:

The Administrative and Finance Assistant provides assistance in monitoring of financial management, as well as programme, travel, human resources and general administrative support as well as some data and research assistance.

Main Tasks & Responsibilities:

·       Provide logistical, administrative and financial support and follow-up for substantive meetings organized by the Data For Development, Innovation and South-South projects;

·       Organize audio and video conferences;

·       Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize responses;

·       Prepare first drafts of response to inquiries received by the projects for action by supervising officers;

·       Handle all mailings including bulk mailings of publications and finalize responses to accompany publications;

·       Prepare travel authorization and make travel arrangements;

·       Prepare documentation required for the recruitment of SSAs, ALDs, consultants and other temporary staff;

·       Manage project coordinators calendars and schedule of appointments;

·       Maintain an office filing system and assist in archiving;

·       Maintain and update project files, including project progress reports, workplans and budgets in compliance with PPM guidelines;

·       Track project expenditures and monitor the expenditure using all available analytic tools (e.g. Atlas, Cognos, SIS, etc.)

·       Prepare requisition requests in Atlas with input from project coordinators, utilize Atlas to produce monthly reports on the financial status of projects;

·       Draft for approval, amendments to project agreements, workplans and contractual aspects of projects with implementing partners;

·       Create vouchers and payments in Atlas for project partners

·       Interpret UNFPA rules, regulations and procedures for the project implementing partners;

·       Monitor direct use of Atlas by project partners;

·       Follow-up on the submission of financial reports by partners;

·       Gather and compile data and information for the preparation of documents, guidelines, speeches and position papers using website or content searches by selected themes;

·       Organize, compile and process information from donors, regional offices, program countries and country offices as inputs to various databases and documents;

·       Prepare power point and other presentations, including computer visualization such as info graphics;

·       Carry out any other duties as may be required by the project coordinators.

Qualifications and Experience:

Education

• Completion of secondary education;

Knowledge and Experience

• 5 years finance-related work experience - accounts receivable, accounts payable, general ledger maintenance, etc. Experience in the application of IPSAS or IFRS would be advantageous;

• Proficiency in use of spreadsheets, word processing and computerized accounting systems (preferable PeopleSoft);

• Successful completion of UN GSST/ASAT (Clerical test-shortlisted applicants will be asked to take the test if they have not already done so. Applicants must pass the test in order to be eligible to be appointed against the post);

.Strong written and oral communications skills;

• Ability to organize effectively, work under pressure with attention to detail, precision and accuracy;

• Dedication to UN principles and demonstrated ability to work harmoniously with persons of different national background;

• English is required. Knowledge of a second UN language, such as French or Spanish, is desirable.

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Required Competencies
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CORE COMPETENCIES:

• Values/Guiding Principles;

• Performance Management;

• Developing People/Coaching and Mentoring & Fostering Innovation and    Empowerment;

• Working in Teams;

• Self-Management/Emotional Intelligence;

• Communication;

• Appropriate and Transparent Decision Making;

• Analytical and Strategic Thinking and Results Orientation/Commitment to Excellence;

• Knowledge Sharing/Continuous Learning

FUNCTIONAL COMPETENCIES:

• Logistical support

• Managing data

• Managing documents, correspondence and reports

• Managing information and workflow

• Planning, organizing and multi-tasking

• Job knowledge