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Admin/Finance Assistant

Brussels (Belgium)

  • Organization: UNDP - United Nations Development Programme
  • Location: Brussels (Belgium)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • Administrative support
    • Malaria, Tuberculosis and other infectious diseases
  • Closing Date: 2020-09-22

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Background

This post is located in the Brussels Office of the United Nations Population Fund (UNFPA), which is part of the Division of Communication and Strategic Partnerships.

Under the guidance and direct supervision of the Director, the Administrative/Finance Assistant ensures the effective and efficient execution of the Office Management and Finance Support services and processes within the Office, promoting a client-oriented approach consistent with UNFPA rules and regulations.

The Administrative/Finance Assistant works in close collaboration with the UNFPA Brussels Office team, respective UN House counterparts as well as UNFPA HQ to help resolve issues encountered and for information exchange.

Duties and Responsibilities

  1. Office management support
  • Managing information and workflow in the office, facilitating communication, proactively identifying and removing bottlenecks in office support activities, streamlining office procedures.
  • Managing filing system, documents, correspondence and routine reporting in line with established rules and procedures.
  • Drafting routine correspondence, notes, reports, minutes and maintaining lists of contacts.
  • Adhering to appropriate protocol and correspondence guidelines when communicating with external partners.
  • Providing logistical support for travel, meetings, conferences, special events, etc.
  • Organizing high-level missions to Brussels
  • Carrying out procurement for the office in line with UNFPA’s procurement rules.
  • Providing other administrative/ secretarial support as needed.

 

  1. Finance support
  • Assisting in the formulation and management of the office budget, monitoring budget allocations and expenditures, and preparing revisions as needed.
  • Processing vouchers and other financial transactions in a timely manner and ensuring accuracy of computation, chart of account and supporting documentation.
  • Timely processing of travel advances and claims, ensuring proper calculation of entitlements, completion of mission reports and submission of supporting documents.
  • Reviewing and monitoring charges for common services and cost recovery taking into account maximum efficiency and representing UNFPA’s interests in negotiations.
  • Preparing accurate and timely financial accountability checklists, ensuring that outstanding financial items are acted upon and that financial and operational dashboards are free of errors and/ or unresolved items.

Competencies

Values:

Exemplifying integrity and ethical standards; Demonstrating commitment to UNFPA and the UN system; Embracing cultural diversity; Embracing change

Core Competencies:

  • Achieving results (Applying the principles and practices of results-based management)
  • Being accountable (Taking responsibility for delivering on expected results)
  • Developing and applying professional expertise/ Business acumen
  • Thinking analytically and strategically
  • Working in teams
  • Communicating for impact

Functional Competencies:

  • Providing logistical support
  • Managing documents, correspondence and reports
  • Managing information and workflow
  • Planning, organizing and multitasking
  • Supporting financial data analysis

Required Skills and Experience

Education:

  • Secondary education diploma
  • Secretarial/ administrative training and/or higher education degree desirable

 

Experience:

  • 5 years of relevant experience in administration, finance or office management (2 years if in possession of Bachelor’s degree from an accredited institution)
  • Demonstrated experience in supporting administrative, financial and logistical matters
  • Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required
  • UN common system experience desirable

 

Language Requirements:

  • Fluency in English and French (both oral and written)

 

Disclaimer

This post is subject to local recruitment. Selected candidates who meet the above-mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. 

 

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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