Job Description
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:
This position is located in the Media and Communications Branch (MCB), Division of Communication and Strategic Partnerships (DCS). Reporting to the Chief, Media and Communications, the Finance & Administrative Associate provides organizational, administrative and financial management assistance to the team.
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:
We are looking for a detail-oriented team player to manage the finance needs of the team including end-of-year closing and liaising with procurement and finance colleagues. The candidate will also play an important role with recruitment and human resources management, and support the travel needs of the Branch Chief.
You would be a good fit for this role if you are a solid professional who exercises good judgment and exudes a positive, proactive attitude. Ideally you are seeking opportunities to support a diverse team working in the creative industry of communications and marketing.
Main Tasks and Responsibilities
Finance
• Work closely with the Branch Chief and other colleagues as necessary to monitor the expenditure and operational budget of MCB
• Ensure the proper financial hygiene is conducted throughout the year to facilitate a smooth end-of-year closing
• Lead the year-end closing of accounts, in close collaboration with colleagues from MCB, the Supply Chain Management Unit and Finance
• Advise MCB staff on all aspects of finance, including our new ERP system Quantum, budgeting, and UNFPA financial rules and regulations
• Review financial data and reports to ensure appropriate implementation and follow-up with Finance Unit when necessary
• Participate in ongoing training on the recently launched ERP system as needed and share knowledge with team members.
Organizational and Administrative Support
• Ensure swift processing of financial transactions, including payments to vendors, claims, cost recovery, billing, etc.
• Assist with the hiring of team members by preparing and submitting the required documentation, onboarding, and issuing timely payments
• Assist with overseeing and distributing MCB publications and promotional materials to UNFPA staff in other HQ units
• Provide support for procurement activities on request, including communicating with the Supply Chain Management Unit, ensuring compliance with guidelines and policies, processing paperwork
• Provide logistical and administrative support to MCB as needed, including organizing and preparing for meetings, taking minutes, drafting correspondence
• Provide guidance to MCB staff responsible for preparation of travel requests on travel rules and regulations.
• Support Branch Chief in maintaining documents related to overall team management and support, such as staff lists, org charts, etc.
• Prepare travel authorizations and make travel arrangements for the Branch Chief and other team members as needed; prepare travel documentation for issuance of tickets, obtain security clearances and file F10 claim reports for expense recovery upon return.
• Perform other activities requested by the Branch Chief to ensure the success of the team
Qualifications and Experience
Education
• Completion of secondary level education required. Undergraduate degree or equivalent training or coursework relevant to this post is an advantage
Knowledge and Experience
• Successful completion of UN GSST (Clerical exam)
• Five years of finance and administration related work experience, preferably within the United Nations system
• Proficiency in use of spreadsheets, word processing and computerized accounting systems
• Strong written and oral communication skills
• Ability to organize effectively, work under pressure with attention to detail, precision and accuracy
• Experience of accounting framework and systems
• Dedication to UN principles and demonstrated ability to work harmoniously with a diverse range of people
Languages
• Fluency in English is required. Knowledge of a second UN language is desirable
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.
Required Competencies:
Values:
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Exemplifying integrity,
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Demonstrating commitment to UNFPA and the UN system,
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Embracing cultural diversity,
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Embracing change
Core Competencies:
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Achieving results,
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Being accountable,
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Developing and applying professional expertise/business acumen,
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Thinking analytically and strategically,
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Working in teams/managing ourselves and our relationships,
Functional Competencies:
- Managing finance, financial processes and financial data analysis
- Managing information and workflows
- Planning, organizing and multitasking
- Providing logistical support
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.
We are no longer accepting applications for this position.
