Administrative Associate, Information Technology Solutions Office, New York, G6

SPECIAL NOTE:
Applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship at the time of their application. 

Additionally, applicants must have passed the UN Clerical Test (GGST/ASAT) in order to be eligible to be appointed to this position.
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The Position:

The position is located in the Information Technology Solutions Office (ITSO). Under the supervision of the Director, the Administrative Associate will provide quality services in the areas of finance, procurement and general administration and will serve as the primary administrative support for the Director. You will report directly to the Director, ITSO.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Administrative Associate is a key role as you facilitate the critical services of the Information Technology Solutions Office by making sure we are able to procure services and equipment in a timely manner, that budgets, finances and workplans are well managed and that our general administrative processes operate flawlessly.

You would be responsible for:

A.         Financial Management 

• Assisting the Director in the preparation and monitoring of the office work-plans;
• Preparing and monitoring the budget in the ERP system by providing the necessary financial information and analysis to ITSO management. Monitoring of the expenditures to determine possible problems and notifying the ITSO management and proposing remedial action;
• Maintaining the supplier information in the ERP system;
• Reviewing incoming supplier invoices, securing signoff and preparing for payment. Maintaining receipts in ERP system to enable processing of supplier payments;
• Preparing transactions in ERP system for all ITSO requests as well as requests from other organizational units related to ICT equipment and services, ensuring validity of the Chart of Accounts;
• Responsible for ownership, purchases, and reporting of ITSO Corporate Credit Card transactions;
• Ensuring that the financial transactions are in accordance with UNFPA financial rules and procedures;

B.         Procurement

• Preparing and maintaining annual procurement plan in consultation with ITSO chiefs;
• As focal point of all ITSO procurement matters, reviewing procurement requests and initiate procurement procedures for ITSO and other organizational units for ICT equipment, supplies and services in a transparent and cost effective manner;
• Coordinating with the procurement team for procurement activities and requests, including requests for quotations or proposals, evaluation of bids, through contracting;
• Managing asset disposals for ITSO managed assets;
• Creating requisitions in ERP system and monitoring open purchase orders and requisitions on a quarterly basis;

C.         General Administrative Services

• Interpreting UN/UNFPA Administrative rules and regulations and provide guidance to ITSO staff; identifying ways in which the administrative needs can be met within existing policies;  adapting processes and procedures, anticipating and managing operational requirements of the Office;
• Developing tools and mechanism for effective and efficient monitoring of administrative activities in support of ITSO’s operations;
• Assisting the Director; in responding to audit findings and recommendations; and staff development (training and workshops);
• Managing the Director's calendar and scheduling of appointments; arranging meetings with partners, suppliers and stakeholders and receiving high-level visitors; and arranging audio and video conferences;
• Reviewing incoming correspondence and e-mails to the Director and track requests requiring formal responses from ITSO or the Director;
• Undertaking logistical administrative, and financial arrangements for meetings, workshops, training and retreats organized by ITSO;
• Liaising and supporting staff operational requirements in the areas of personnel and travel administration, as appropriate (e.g. renewal of UNLPs, visas; travel authorizations and bookings; security clearances; preparation of F10s; extension of contracts, leave management and entitlements; etc); 
• managing and tracking ICT consultancies, including: updating of consultancy information; purchase order and payment reconciliation; time sheet reconciliation; and ensuring accuracy of hours worked;
• As Directory Focal Person of ITSO, requesting email and system account profiles for new staff and consultants, as well as modifications of existing profiles;

D.         Perform any other duties as may be assigned by the Director of ITSO

Qualifications and Experience: 

Education:  

• Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management.  
• A first level university degree in business administration or public administration is desirable. 

Knowledge and Experience: 

• Six (6) years of relevant administrative experience in the public or private sector in administrative services;
• Ability to interpret rules, regulations and procedures and explain them clearly and concisely;
• Proficiency in use of spreadsheets, word processing and computerized accounting systems;
• Good writing and communications skills;
• Strong interpersonal and organizational skills;
• Experience working with UN-related finance and HR regulations, rules, policies and procedures;
• Experience working with Enterprise Resource Planning (ERP) systems such as Oracle Cloud ERP is desirable.

Languages: 

Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable. 

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,
• Communicating for impact,

Functional Competencies:

• Planning, organizing and multitasking,
• Logistic support,
• Managing information and workflow,
• Managing documents, correspondence and reports,
• Job Knowledge.

Compensation and Benefits:

 This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Disclaimer: 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.