Details
Mission and objectives
The United Nations Mine Action Service (UNMAS) works to protect civilians, enable humanitarian access, and support peace and development by coordinating and delivering mine action. In Ukraine, UNMAS provides standards-based advisory and project support to strengthen nationally owned mine action coordination, quality management, information management, training and operational coherence.
Context
UNMAS Ukraine is expanding programme activities in support of national mine action priorities, including institutional capacity development, coordination, technical assistance, programme monitoring and implementation of donor-funded initiatives. The increasing volume of field missions, stakeholder consultations and administrative processes requires dedicated support to facilitate timely programme delivery.
The Administrative/Finance Assistant will provide day-to-day administrative, logistical, finance-documentation and programme support to UNMAS team in Ukraine. The assignment will focus on travel arrangements, preparation and tracking of supporting documentation, meeting coordination, business trips planning, routine procurement and finance documents support, and liaison with relevant United Nations administrative service providers.
The incumbent will work closely with programme personnel and relevant administrative support units, assisting with the preparation, coordination and follow-up of administrative and travel-related documentation in accordance with applicable United Nations rules and procedures.
The Administrative/Finance Assistant will provide day-to-day administrative, logistical, finance-documentation and programme support to UNMAS team in Ukraine. The assignment will focus on travel arrangements, preparation and tracking of supporting documentation, meeting coordination, business trips planning, routine procurement and finance documents support, and liaison with relevant United Nations administrative service providers.
The incumbent will work closely with programme personnel and relevant administrative support units, assisting with the preparation, coordination and follow-up of administrative and travel-related documentation in accordance with applicable United Nations rules and procedures.
Task description
1. Travel and logistical support
• Provide administrative and logistical support for official travel and field missions by UNMAS Ukraine team.
• Coordinate transportation, accommodation, mission schedules and other logistical arrangements.
• Collect, check and organise supporting documents required for travel requests and authorisations; prepare complete document packages for authorised colleagues.
• Liaise with travellers, travel focal points and United Nations service providers to facilitate timely arrangements.
• Maintain trackers for planned and completed missions, travel documentation and pending actions.
• Assist in gathering travel claims, receipts and post-mission documentation for further processing by authorised personnel.
• Follow up on outstanding travel documentation and requests with responsible colleagues.
2. General administration and operations support
• Provide daily administrative and operational support to the UNMAS Ukraine team.
• Coordinate meetings, consultations, training activities and official events, including schedules, invitations, venue arrangements and participant materials.
• Prepare routine correspondence, agendas, meeting notes, attendance lists, presentations and other administrative materials.
• Maintain team calendars, mission schedules, contact lists and administrative trackers.
• Maintain orderly electronic records and files, ensuring confidentiality and ease of retrieval.
• Assist with routine office logistics and personnel documentation, such as identification-card requests, where appropriate and within the assigned functional profile.
• Liaise with programme staff, counterparts and service providers on routine administrative matters.
3. Financial and procurement support
• Collect, organise and check supporting documentation for routine finance and procurement actions, including invoices, receipts and quotations.
• Maintain procurement, spending and administrative tracking spreadsheets and update records of pending actions.
• Provide administrative inputs to procurement plans and monitor documentation and process status.
• Coordinate documentation follow-up with suppliers and relevant finance or procurement focal points.
• Support preparation of expenditure summaries and financial supporting documentation for reporting, reviews and audits.
• Assist with organisation of supporting records for contracts, service requests and payment documentation, without independently approving or executing restricted transactions.
4. Administrative documentation and ERP-related support
• Collect, organise and verify completeness of documentation needed for transactions in applicable United Nations administrative systems.
• Prepare accurately labelled document packages for review and entry by authorised personnel.
• Track administrative requests and their status, and follow up on missing documentation.
• Coordinate with UNMAS personnel and responsible service providers to resolve routine documentation gaps.
• Maintain relevant correspondence, records and administrative summaries while observing confidentiality requirements.
• Support the preparation, verification and coordination of documentation required for Umoja-related administrative and travel processes, in cooperation with authorised personnel.
5. Programme support and coordination
• Provide routine administrative support to UNMAS programme in Ukraine implementation and partner coordination activities.
• Maintain project documentation, workplans, activity schedules and follow-up trackers.
• Compile routine information and supporting material for reports, presentations and internal updates.
• Assist in organising programme-related meetings and missions involving national authorities, donors, United Nations entities and implementation partners.
• Prepare correspondence materials; record administrative action points and follow up as requested.
• Support organisation and filing of programme records and relevant partner documentation.
6. Other responsibilities
• Carry out other related administrative and programme-support tasks within the approved UNV functional profile and under the guidance of the supervisor.
• Apply relevant United Nations procedures and maintain professional standards of confidentiality, service and accountability.
EXPECTED RESULTS
• Travel packages, records and logistics are prepared in a timely, organised and accurate manner.
• Administrative, financial and procurement supporting documents are complete and readily accessible.
• Meetings, missions and routine correspondence are efficiently coordinated.
• Outstanding administrative requests and documentation are systematically tracked and followed up.
• Programme personnel receive reliable support and are better able to focus on substantive delivery.
• Provide administrative and logistical support for official travel and field missions by UNMAS Ukraine team.
• Coordinate transportation, accommodation, mission schedules and other logistical arrangements.
• Collect, check and organise supporting documents required for travel requests and authorisations; prepare complete document packages for authorised colleagues.
• Liaise with travellers, travel focal points and United Nations service providers to facilitate timely arrangements.
• Maintain trackers for planned and completed missions, travel documentation and pending actions.
• Assist in gathering travel claims, receipts and post-mission documentation for further processing by authorised personnel.
• Follow up on outstanding travel documentation and requests with responsible colleagues.
2. General administration and operations support
• Provide daily administrative and operational support to the UNMAS Ukraine team.
• Coordinate meetings, consultations, training activities and official events, including schedules, invitations, venue arrangements and participant materials.
• Prepare routine correspondence, agendas, meeting notes, attendance lists, presentations and other administrative materials.
• Maintain team calendars, mission schedules, contact lists and administrative trackers.
• Maintain orderly electronic records and files, ensuring confidentiality and ease of retrieval.
• Assist with routine office logistics and personnel documentation, such as identification-card requests, where appropriate and within the assigned functional profile.
• Liaise with programme staff, counterparts and service providers on routine administrative matters.
3. Financial and procurement support
• Collect, organise and check supporting documentation for routine finance and procurement actions, including invoices, receipts and quotations.
• Maintain procurement, spending and administrative tracking spreadsheets and update records of pending actions.
• Provide administrative inputs to procurement plans and monitor documentation and process status.
• Coordinate documentation follow-up with suppliers and relevant finance or procurement focal points.
• Support preparation of expenditure summaries and financial supporting documentation for reporting, reviews and audits.
• Assist with organisation of supporting records for contracts, service requests and payment documentation, without independently approving or executing restricted transactions.
4. Administrative documentation and ERP-related support
• Collect, organise and verify completeness of documentation needed for transactions in applicable United Nations administrative systems.
• Prepare accurately labelled document packages for review and entry by authorised personnel.
• Track administrative requests and their status, and follow up on missing documentation.
• Coordinate with UNMAS personnel and responsible service providers to resolve routine documentation gaps.
• Maintain relevant correspondence, records and administrative summaries while observing confidentiality requirements.
• Support the preparation, verification and coordination of documentation required for Umoja-related administrative and travel processes, in cooperation with authorised personnel.
5. Programme support and coordination
• Provide routine administrative support to UNMAS programme in Ukraine implementation and partner coordination activities.
• Maintain project documentation, workplans, activity schedules and follow-up trackers.
• Compile routine information and supporting material for reports, presentations and internal updates.
• Assist in organising programme-related meetings and missions involving national authorities, donors, United Nations entities and implementation partners.
• Prepare correspondence materials; record administrative action points and follow up as requested.
• Support organisation and filing of programme records and relevant partner documentation.
6. Other responsibilities
• Carry out other related administrative and programme-support tasks within the approved UNV functional profile and under the guidance of the supervisor.
• Apply relevant United Nations procedures and maintain professional standards of confidentiality, service and accountability.
EXPECTED RESULTS
• Travel packages, records and logistics are prepared in a timely, organised and accurate manner.
• Administrative, financial and procurement supporting documents are complete and readily accessible.
• Meetings, missions and routine correspondence are efficiently coordinated.
• Outstanding administrative requests and documentation are systematically tracked and followed up.
• Programme personnel receive reliable support and are better able to focus on substantive delivery.
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