Senior Administrative & Finance Assistant

UNICEF seeks a Senior Administrative & Finance Assistant – GS7 responsible for a broad variety of administrative and financial support functions across the office. Non-Italian candidates must be in possession of valid work permit for Italy

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

The Office of Research-Innocenti is the dedicated research office of UNICEF. It undertakes and commissions research on emerging or current issues of relevance for children in order to inform the strategic directions, policies and programs of UNICEF and its partners. The office explores emerging issues, identifies research gaps, and brings together existing researchers to support or undertake new research, data collection and analysis to address critical questions.

Purpose of the Position

Under the supervision of the Chief of Operations, the post serves as the principal assistant for carrying out a broad variety of administrative and financial support functions of the Office of Research-Innocenti.  The job requires thorough knowledge of UNICEF administrative and financial procedures, processes and policies, rules and regulations.  The tasks assigned are expected to be carried out with a high level of independence.  The incumbent will work closely with all sections of the Office as well as with the host institution and local authorities/partners/vendors as required.  The post supervises one Administrative Assistant (GS4) and one Clerk/Receptionist (GS3).

Key Accountabilities and Duties & Tasks

1)  Provide support to Office’s financial/budget management (40%)

o Handle financial/budgetary transactions in VISION/SAP (Principal Local Focal Point for Finance).
o Select and enter data from a wide variety of documents, verifying and ensuring accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data.
o Maintain financial records and monitor systems, recording and reconciling expenditures, balances, payments, statements and other data for day-to-day transactions and reports including monthly simulation/verification of local payroll and other VISION roles.
o Assist management in various aspects of financial maintenance and budgetary control/oversight/monitoring, by providing financial monitoring of data and reports. 
o Liaise with Senior Human Resources Assistant on budget allocations for staff and other HR-related action as required.
o Prepare recurring reports as scheduled, and special reports, as required for budget preparation, audits or other reasons. 
o Prepare reports for Year End Accounting Closure and close year-end account
o Serve as Alternate Chair of the Contract Review Committee.

2) Provide administrative support and services (40%)

o Support management of the current office premises, including security arrangements, to ensure a safe working environment for all staff.
o Liaise with host institution and government/local authorities, partners and vendors as appropriate.
o Ensure procurement and maintenance of premises, equipment and supplies.
o Support office conferences/meetings by making the logistical arrangements together with responsible office sections.
o Take responsibility for coordinating set up of conference rooms, audiovisual equipment and interpreting services and facilities, as required.

3) Provide support to Property, Plant and Equipment management (10%)

o Support management of office furniture and equipment, update inventory records of items, and assist with the office physical inventory exercise. 
o Assist in the execution of the Property Survey Board recommendations as approved by the Head of Office. 
o Carry out transactions in VISION pertaining registration of assets, asset capitalization, retiring and disposal of assets.
o Serve as Alternate Chair of the Property Survey Board.

4) Perform other duties, as required (10%)

Impact of Results:

The nature of the work is complex and requires excellent judgment and caution in order to provide timely and accurate reports and response to enquiries. Decisions made by the Chief of Operations are often based on the background work prepared by the Senior Administrative Assistant. Decisions are made on work priorities which affect the efficient running of the Operations unit. Recommendations are made to improve works processes and systems and timely delivery. Recommendations on the most cost-effective utilization of services, suppliers, travel arrangements and disposal of expendable property. These recommendations affect the efficient and effective use of the organization’s financial resources.

Qualifications of Successful Candidate

Education: Completion of secondary education preferably supplemented with first university degree in finance and accounting or business administration.

Experience: A minimum of seven years of relevant experience in progressively responsible finance, accounting and administrative support services:
• Working knowledge of UNICEF systems (SAP/VISION), policies and procedures is considered an asset.
• Excellent knowledge and proficiency in the use of office Computer Applications (e.g., Word, Excel, PowerPoint, etc.) is required.
• Strong writing, interpersonal and communication skills are required.

Languages: Fluency in English and Italian is required. Knowledge of another official UN language is an asset.

Competencies of Successful Candidate

Core competencies
Communication 
Working with People
Drive for Results

Functional Competencies:
Analyzing
Applying Technical Expertise
Planning and Organizing
Following Instructions and Procedures

Core Values

Commitment
Diversity and Inclusion
Integrity

To view our competency framework, please click here. 

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.