Administrative Associate

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Job Description

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

RANGE OF FUNCTIONS AND RESPONSIBILITIES

Resource management

Under the strategic guidance of the supervisor, manage the team work plans and budget by maintaining and updating, at team level, allocations and expenditures, and other extra-budgetary funds at the activity level of the outputs.
Assist in monitoring implementation of work plans and contribute to efficient resource management of the team, and other extra-budgetary and core funding streams managed by the team.
Compiling regular reports on business analytics related to performance management, progress and lessons learned, including drafting of necessary correspondence and revision of work-plans.
Maintain and update project files, including project progress reports, work plans and budgets in compliance with UNFPA guidelines;
Assist in efficient human resource capacity planning and management including recruitment process in the team for consultancy contracts and staff.
Support end-to-end clearance process of consultancy contracts and other procurement processes in accordance with policy, rules and regulations.
Assist in timely processing of payments to vendors for services required for specific projects such as printing, banner production, promotional materials, meetings, catering etc.
Maintain records of financial/substantive documents for co-financing activities and upload agreements/ work plans for reporting purposes;
Prepare financial reports using the financial applications available to keep track of expenditures and allocations to ensure the branch is within its budgetary ceiling and report on a monthly basis. Review monthly statements to ensure that expenditures have been properly recorded and that the allotments for regular, and Extra-Budgetary resources are not exceeded;
Advise management on trends in allocations and expenditures at the activity level of the outputs managed by the team
Coordinate regularly with Finance focal point, Public Funding and Financing Branch (PFFB) and Finance Branch to ensure the quality and timeliness of reports and receipts of Donor Funds; and participate in year-end closure activities and preparation of financial statements and reports;
Assist in the financial recording and reporting system, internal control and audit follow-up (where necessary) and processes financial transactions in an accurate and timely manner;

Support Administrative activities

Manage the calendar and scheduling including team meetings, leave, missions etc.
Support the team management including the annual Performance review cycle, team meetings and keep track of decision points and implementation. Ensure smooth and efficient information flow within the team
Complete requisitions, purchase orders and receipts as needed for the branch using Quantum Finance module, in line with corporate policies, procedures and deadlines, working with the UNFPA Supply Chain Management Team (SCMU) and Division for Management Services (DMS)
Support team with travel plan submission to Branch Chiefs and Division Director as well as initial travel arrangements with travel agency and submission of travel requests via UNALL including facilitating visa, UNLP requests and renewals for team members by working with the relevant units.
Make use of corporate database systems such as the Quantum, global directory, myUNFPA, AoDocs, Google suite, consultant roster etc. This includes the utilization of specialized systems such as Google forms for the back-end creation of data collection forms through surveys to country office teams and partners.
Coordinate results planning, reporting and monitoring by all team members by ensuring timely submission in myResults;
Maintain an office filing system to ensure coordinated and transparent access to information and assist in archiving;

Support knowledge management, data and filing

Support upkeeping of team communications and knowledge management calendar, assisting in managing key knowledge management channels.
Assist in research and reporting activities, including by compiling, synthesizing, and analyzing relevant information, research and preparing and editing reports.
Assist with preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assist with visualizations and updating information material such as brochures, policy briefs, key messages.
Support with compiling background documentation, agenda and participants’ list for meetings organized by the team.

Logistics, Planning and meeting support

Support the organization and scheduling of internal meetings, consultations, workshops, conferences, meetings as required, and prepare meeting minutes, follow up where required;
Facilitate planning and organize meetings ensuring information dissemination, agenda preparation, the participation of members, room availability, telecommunication etc and liaising with security and registering participants
Mange end to end efficient clearance process of publications
Provide hospitality/catering/logistical support for meetings/conferences organized by the Branch in and out of HQ
Any other tasks that might be assigned by the supervisor.

Qualifications and Experience:

Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management is required. A first level university degree in business administration or public administration is desirable.

Experience:

A minimum of 5 years of progressively responsible relevant experience in administration in the public or private sector is required
The minimum years of relevant experience is reduced to 2 years for candidates who possess a relevant first-level or advanced university degree
Experience in UN procurement and financial procedures is desirable

Language requirements: