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Vacancy Announcement - Administrative & Finance Assistant, (Temporary Appointment), GS5, Mumbai, India, SAR Post Number 122724 (This post is open for Indian Nationals only)

Mumbai

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Mumbai
  • Grade: Administrative support - GS-5/GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

Under the direct supervision and guidance of the Operations Officer, the incumbent of the position will be 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.

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!

Click here to learn more about UNICEF:   https://youtu.be/43aiG4w2q_M

For Every Child, AN ADVOCATE:

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, 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 fulfil 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.

How can you make a difference?

If you are a committed, creative professional and are passionate about making a lasting difference for children in the world's thereby ensuring a better future for every child, this is the chance to make a difference.

Job Organizational Context

Admin. & Finance Assistant, under the guidance and supervision of the Operations Officer, Mumbai, independently manages the finance and administrative functions of the Maharashtra Field office located in Mumbai.

Purpose of the job:
 
Under the direct supervision and guidance of the Operations Officer, the incumbent of the position will be 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.

Major duties and responsibilities:

1. 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. Processes travel advances/claims of staff as per applicable policies and guidelines.
  • 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.

2. Invoice Processing:

  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision/Service Gateway.
  • Act as Local Focal Point for GSSC- the global shared services centre for transactions processing.
  • Upload electronic files and verify results to destination system.
  • Respond to client transaction status and other inquiries.

3. 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.
  • Liaise with consultants for timely submission of GST refund claims every qurater.
  • Manage petty cash disbursement.

4. 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, including TORs, NFRs, Purchase Requisitions, etc. 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.

5. 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.

5. 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

To qualify as an advocate for every child you will have…

Education:

  • Completion of secondary education, preferably supplemented by technical, under-graduations or university courses related to Finance, Accounts, Auditing, etc and in the work of the organization.

Work Experience:

  • Five years of increasingly responsible professional experience in Finance / Accountancy preferably with knowledge of Administrative & clerical work. Work experience in an international organization would be an asset. Experience in managing or working in core Finance Functions would be an added advantage.

Languages

  • Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

Core Values (Required)

  • Care
  • Respect
  • Integrity
  • Trust
  • Accountability

Competency Areas

  • Demonstrates Self Awareness and Ethical Awareness (1)
  • Works Collaboratively with others (1)
  • Builds and Maintains Partnerships (1)
  • Innovates and Embraces Change (1)
  • Thinks and Acts Strategically (1)
  • Drive to achieve impactful results (1)
  • Manages ambiguity and complexity (1)
  •  

Click here to learn more about UNICEF’s values and competencies.

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. Background checks will include the verification of academic credential(s) and employment history.  Selected candidates may be required to provide additional information to conduct a background check.

UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:  

  • This position is based in Mumbai(India).
  • This position is open to Indian Nationals only.
  • Selected applicant will have a Nine Months Temporary Appointment contract.
  • UNICEF only considers higher educational qualifications obtained from an institution accredited / recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.
  • Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
  • UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions.
  • Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).
  • Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF.
  • UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
  • UNICEF does not charge a fee at any stage of the recruitment process, including application, interview, meeting, traveling, processing, training, etc. UNICEF is a nonsmoking working environment.

 For more information about UNICEF India, please refer to the link below: - https://www.unicef.org/india/

This vacancy is now closed.
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