Readvertised - National Post: Administrative and Finance Assistant, Patna, Bihar, India - G5

Organizational Context

The Administrative and Finance Assistant supports UNFPA's State Office operations, reporting to the Operations Manager in New Delhi. UNFPA is the lead UN agency focused on ensuring every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The organization works towards achieving the Sustainable Development Goals by 2030 through its strategic plan, addressing population and development issues.

Job Purpose

The Administrative and Finance Assistant (AFA) provides essential support to State Office operations by managing a variety of standard financial and administrative processes with a focus on quality and accuracy. This role ensures the smooth functioning of administrative services, including logistical support for events, procurement facilitation, asset management, and coordination of transport. The AFA also provides crucial accounting and financial management support, processing payments, managing petty cash, and monitoring expenditures. Furthermore, the position assists in programme management by supporting budget preparation, financial transaction entry, and extracting financial reports, contributing to effective project implementation and compliance.

Responsibilities

The role involves providing effective administrative and operational support, including logistical arrangements for workshops and meetings, facilitating procurement according to UNFPA guidelines, and maintaining an up-to-date inventory of office assets. The AFA will coordinate office transport and liaise with the country office on HR matters. Accurate accounting and financial management support includes processing payments and vouchers, ensuring timely submission of financial reports, analyzing expenditures, and managing petty cash. Programme management support includes assisting with budget preparation, entering financial transactions into the Quantum system, conducting spot checks at Implementing Partners (IPs), facilitating audits, and ensuring capacity building of IPs on financial procedures.

Work Experience

Requires at least 5 years of progressively responsible experience in accounting, administrative services, or procurement with a high school certificate, or 2 years with a Bachelor's degree. Experience in a public or private sector environment is necessary. Knowledge of clerical and administrative best practices is important. Previous UN experience and familiarity with ERP systems like Quantum are assets.

Skills

Core competencies include integrity, commitment to UNFPA, embracing diversity and change, accountability, and teamwork. Functional skills involve implementing management systems, business acumen, multitasking, innovation, proactiveness, client orientation, organizational awareness, and job knowledge/technical expertise in finance and administration.

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