Administrative/Finance Assistant
Organizational Context
The United Nations Mine Action Service (UNMAS) works to eliminate threats from landmines and explosive remnants of war by coordinating UN mine action, supporting responses, and developing international standards. In Ukraine, UNMAS supports the UN Resident Coordinator and national partners in enhancing mine action coordination, institutional capacity, and programme implementation. The team collaborates with national authorities, UN entities, and international partners to promote effective, nationally-led mine action interventions.
Job Purpose
UNMAS Ukraine is expanding its programme activities, necessitating dedicated support for timely delivery. The Administrative/Finance Assistant will provide essential day-to-day administrative, logistical, financial documentation, and programme support to the UNMAS team in Ukraine. This role focuses on managing travel arrangements, preparing and tracking supporting documentation, coordinating meetings, planning business trips, and assisting with routine procurement and finance documents. The incumbent will work closely with programme personnel and administrative units, ensuring administrative and travel-related documentation is prepared, coordinated, and followed up in accordance with UN rules and procedures.
Responsibilities
Provide comprehensive administrative and logistical support for official travel and field missions, including coordinating transportation, accommodation, and mission schedules. Collect, check, and organize all required travel documents, preparing complete packages for authorized colleagues and maintaining trackers for missions and documentation. Assist in gathering travel claims and post-mission documentation, following up on outstanding requests. Offer daily administrative and operational support, coordinating meetings, consultations, and events, and preparing routine correspondence, agendas, and meeting notes. Maintain team calendars, contact lists, and administrative trackers, ensuring orderly electronic records and files. Provide financial and procurement support by collecting, organizing, and checking documentation for routine actions, maintaining tracking spreadsheets, and providing administrative inputs to procurement plans. Support the preparation of expenditure summaries and financial documentation for reporting and audits. Assist with organizing supporting records for contracts and service requests. Manage administrative documentation for UN systems, preparing document packages for authorized personnel and tracking administrative requests. Provide routine administrative support for programme implementation and partner coordination, maintaining project documentation and workplans. Compile information for reports and presentations, assist in organizing programme-related meetings, and support the filing of programme records.
Work Experience
Requires 3 years of relevant experience in administration, travel, logistics, programme support, financial documentation, or procurement. Experience within a UN entity, international organization, or development/humanitarian program is desirable. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and electronic filing/document tracking tools is essential. Strong organizational skills, attention to detail, and communication abilities are necessary.
Skills
Core Competencies: Respect for Diversity, Integrity, Professionalism, Accountability, Planning and Organising, Teamwork, Effective Communication, Client Orientation, Adaptability, Results Orientation. Technical Skills: Administration, Event Organisation, Protocol Services, Logistics, Procurement.