Deadline: 30 October 2015
The United Nations Population Fund (UNFPA) is currently seeking applications from the eligible applicants for the post of Administrative and Finance Assistant based in New York, USA.
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 for the two project coordinators.
UNFPA expands the possibilities for women and young people to lead healthy and productive lives.
Key Job Responsibilities
The Administrative and Finance Assistant will perform the following functions-
- 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.
Eligibility Criteria
Applicants must have-
- Completion of secondary education.
- 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.
- 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.
How to Apply
Applications must be submitted through online process.
For more information, please visit UNFPA.
