Administrative and Finance Associate, Office of the Executive Director (OED)
Organizational Context
UNFPA is the lead United Nations agency dedicated to delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. This role supports the efficient day-to-day functioning of the Executive Office, reporting to the Strategic Policy Specialist and collaborating with the Finance and Operations Analyst and Executive Associate. The position is based in New York.
Job Purpose
The Administrative and Finance Associate plays a crucial role in ensuring the smooth operation of the Office of the Executive Director (OED). This position is responsible for maintaining confidentiality, adhering to protocol, and managing administrative and finance procedures. The role involves overseeing information flow, tracking deadlines, and ensuring commitments are met. By providing essential administrative, financial, and logistical services, the Associate facilitates effective communication and coordination with both internal and external stakeholders, contributing to the overall efficiency of the Executive Office.
Responsibilities
The role provides comprehensive financial management support, including entering and updating workplans in Quantum, processing financial transactions such as requisitions and expense claims, and assisting with year-end closure actions. Administrative and logistical support includes managing the Chief of Staff's calendar, coordinating meetings, preparing documentation for events, processing purchase requisitions, and managing travel arrangements. The Associate also handles human resources and leave administration, reconciling leave records and preparing files for consultants and interns. Furthermore, the position offers coordination and front-office backup, acting as a focal point for finance and administration queries, maintaining filing systems, and supporting the Executive Committee secretariat.
Work Experience
Requires six years of relevant experience in administration, finance, or office management. Proficiency in current office software applications, web-based management systems, and ERP financial systems is essential.
Skills
Key skills include integrity, commitment to UNFPA and the UN system, cultural diversity awareness, adaptability, accountability, professional expertise, analytical and strategic thinking, teamwork, logistical support, data management, document management, information flow management, planning, organization, multitasking, and financial data analysis.