Administrative & Finance Associate, G6, Temporary Appointment, #116248, ICTD - NYHQ, USA

The Administrative and Finance Associate will be assigned to one of the business units in ICTD to provide baseline administrative, budget, finance, procurement and logistics support services.

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, a connected world.

The overarching strategic goal of UNICEF’s Information and Communication Technology Division (ICTD) is to transform and build partnerships with our stakeholders to successfully implement UNICEF programmes globally through the use of innovative technology-enabled solutions.

Reporting to the Sr. Admin & Budget Associate, the Administrative and Finance Associate will be assigned to one business unit in ICTD to provide baseline administrative, budget, finance, procurement and logistics support services, as described in this job description.

How can you make a difference?

The Administrative and Finance Associate 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 delivery, and the impact of work directly reflects on the overall reputation of the Administrative and Finance team in terms of responsiveness to client needs and quality of process execution.

This temporary appointment will be until 31 December 2021. 

Key responsibilities

• Budget Monitoring

  • Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
  • Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

  Procurement

  • Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
  • 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.
  • Maintains up-to-date vendor lists, partners, and consultant rosters.

  Communications & Workflow 

  • Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  • Manages incoming and outgoing correspondence, e-mails and telephone calls.
  • Communicates routine and some non-routine information pertaining to the work of the team.
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

  Calendar/Meetings/Correspondence Management

  • Maintains office calendar and arranges meetings
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

   Events/Logistics

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

   Travel

  • Provides travel assistance to staff members 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, and 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.
  • Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
  • Monitors travel certification and report back to the team.

   Invoice Processing

  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
  • Uploads electronic files and verifies results to destination system.
  • Responds to client transaction status and other inquiries.

   Supplies/Equipment

  • Supports management of administrative supplies, office equipment, and updating inventory of items.
  • Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
  • Arranges for the purchase and timely distribution of office supplies.

  Attendance

  Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Manages incoming and outgoing correspondence, e-mails and telephone calls.
  • Maintains and updates a system which monitors the absence of staff.

To qualify as a champion for every child you will have…

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of 6 years of progressively responsible administrative or clerical work experience is required.
• Fluency in English is required.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and the core competencies as follows:

• Builds and maintains partnerships 
• Demonstrates self-awareness and ethical awareness 
• Drive to achieve results for impact 
• Innovates and embraces change 
• Manages ambiguity and complexity 
• Thinks and acts strategically 
• Works collaboratively with others 

View our competency framework here.

Remarks:

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.

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