Administrative/Finance Assistant

Organizational Context

UN Women Ukraine operates within a complex emergency following the Russian military invasion in February 2022. The country office supports the government and civil society in advancing gender equality and implementing national and international commitments. Its work focuses on eliminating violence against women and girls, promoting the women, peace, and security agenda, and fostering gender-responsive governance. UN Women collaborates with the UN Country Team to integrate gender equality across all UN operations, particularly supporting women's groups and civil society organizations on the front lines of humanitarian assistance.

Job Purpose

The Administrative/Finance Assistant will provide crucial support to UN Women's Humanitarian Programme in Ukraine, ensuring the efficient and transparent execution of financial services and administrative processes. Working under the direct supervision of the Head of the Humanitarian Programme and matrix supervision from the Operations Manager, the role focuses on managing the administrative aspects of the programme's projects. This involves ensuring timely and effective delivery of services in line with UN Women's financial regulations and policies. The position requires a client-oriented approach and close collaboration with operations teams to resolve complex finance-related issues and facilitate information delivery, contributing directly to the programme's operational effectiveness amidst a challenging humanitarian crisis.

Responsibilities

The Administrative/Finance Assistant will provide comprehensive administrative and operational support to the UN Women Humanitarian Programme. Key duties include managing day-to-day operations, arranging travel, processing visas and allowances, and supporting travel claim reconciliation. The role involves liaising with staff and partners, assisting in organizing meetings and events, and providing administrative support for office premises. Responsibilities also extend to personnel administration, maintaining filing systems, and updating transactions in the Quantum ERP system. Furthermore, the assistant will support UNDSS security compliance and manage programme-related databases and data collection. Procurement coordination includes monitoring supplies, contributing to procurement plans, initiating procurement procedures, supporting tender processes, and monitoring payments for service agreements. In finance, the role involves processing financial transactions, maintaining financial records, assisting with reconciliations, supporting vendor management, and preparing documentation for audits and donor reporting.

Work Experience

A minimum of three years of progressively responsible experience in administration, finance, procurement, HR, or logistics support is required. Experience with computer and office software packages is essential. Experience supporting UN agencies, international development projects, or humanitarian aid activities is highly desirable, as is experience with ERP systems like Oracle Cloud.

Skills

The role requires strong administrative and financial management skills, including the ability to execute administrative processes and handle confidential information. Proficiency in IT and web-based management is necessary, along with the ability to extract and interpret data. Key competencies include respect for diversity, integrity, professionalism, accountability, creative problem-solving, effective communication, inclusive collaboration, and stakeholder engagement. Awareness and sensitivity regarding gender issues are also important, aligning with UN Women's mandate.

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