Administrative & Finance Assistant

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child,

Job organizational context

The Republic of Equatorial Guinea has a population of 1,222,442 inhabitants (census 2015), with children aged 0 to 18 representing 44 per cent of the population, and the majority of which are located in the continental region which holds more than 72 per cent of the population. Equatorial Guinea is heavily dependent on an oil-economy, which accounts for 60 percent of the GDP, 80 percent of fiscal revenue, and 86 percent of exports. The country is classified as upper Middle Income Country (uMIC) and is no longer a Least Developed Country (LDC).

The country has shown mixed progress in key social indicators. The number of people living below poverty has declined from 77 to 44 percent and under five mortality was reduced by 38 percent from 2006 to 2011 (DHS, 2011).  On the other hand, vaccination coverage has decreased and HIV prevalence is on the rise, estimated at 6.2 percent, the highest in West and Central Africa region. Only 54 per cent of children obtain birth certificates, and strong advocacy with the Government is under way to develop a more effective system.

The Generic Job Profile for the Administrative and Finance Assistant, at the G-5 level, is to be used in a UNICEF country office.

Purpose for the job

The Administrative & Finance Assistant is responsible for executing a broad variety of standardized administrative and financial tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative and financial procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Summary of key functions/accountabilities:

• Travel
• Invoice Processing
• Support to Financial Control
• Contracting of consultants and service providers
• Events and Conferences

• General Administrative Duties

• Travel

• Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.

• Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel

• Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

• Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision.

• Upload electronic files and verify results to destination system.

• Respond to client transaction status and other inquiries.

• Support to Financial Control

• Maintain unit/work plans and budgets as well as off line financial status reports for Unit work plans.

• Monitor and advise budget owners on financial status of projects and potential over-expenditures and recommend possibilities for reallocation to ensure the optimum use available funds.

• Review and process payments in VISON related to HACT, utility payments, supplies, PO, advances and other payments. Check the requests have the necessary supporting documents, usually the original document, validity of the charge, they are certified by the staff responsible and are coded correctly. File the transactions and the related supporting documents regularly and share copies with relevant sections as required. 

• Process budget revisions of Unit projects for approval of the Chief.

• Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required.

• Process requisitions and prepare payment vouchers for the unit.

• Provide relevant information for the response to audits.

• Contracting of consultants or other service providers 

• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in vision, and making necessary logistical arrangements.
• Keeps vendor lists, partners, and consultant rosters up-to-date.

• Arrange for the purchase and timely distribution of office supplies.

• Events and Conferences

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials in the intranet.

• Prepares and maintains agendas on meeting and events related to the work group commitments.

• General Administrative Duties

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.

• Maintain attendance records

Impact of Results

The efficiency and effectiveness of support provided by the admin assistant ensures that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.  

Competencies and level of proficiency required

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (I)
• Working with people (II)
• Drive for results (I)

Functional Competencies

• Analyzing (I)
• Learning & Researching (I)
• Planning and organizing (I)
• Following Instructions and Procedures (I)

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

Recruitment Qualifications

Education:

Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

Experience:

A minimum of 5 years of progressively responsible administrative or clerical work experience is required.

Language Requirements:

Fluency in Spanish and local language of the duty station is required. Knowledge of other UN official languages will be an asset.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.