Administrative Assistant

JOB ID: 1876

CLOSING DATE: 2 December 2011, 5:00 p.m. New York time

POST TITLE: Administrative Assistant

CATEGORY: ICS-5 (G-5)

POST NUMBER: 00026650

POST TYPE: Non-rotational

DUTY STATION: New York

DURATION: One year (renewable)

ORGANIZATIONAL UNIT: Finance Branch, Division for Management Services (FB/DMS)

ORGANIZATIONAL SETTING:

The Administrative Assistant is located in the Accounts Section of the Finance Branch. This position reports directly to the Chief of Accounts Section. The incumbent is responsible for providing administrative support to the Chief of Accounts, as well as to other staff of the Accounts Section.

DUTIES AND RESPONSIBILITIES

Provides accounting support to the section • Assists in the preparation of UNFPA annual and biennium financial statements using Excel, provide administrative support in the preparation of year-end instructions and distribution thereof, to respective offices, UN agencies, etc. maintains Excel file; • Responsible for the consolidation and gate keeping of statements and schedules for the annual and biennial financial statements and ensuring the integrity of the files prior to submission to the External Auditors, as errors or incorrect versions may affect the quality of the financial statement submissions; • Monitors and follows up crucial actions required from all country offices during year-end closure, including reporting of cases of fraud, cash losses, contingent and potential liabilities and contributions in kind, and failure to obtain responses from these offices would result in unfavourable audit observations; takes great care of sensitive and confidential information obtained; • Assembles supporting documents for the preparation of external auditor's visit ensuring completeness and relevance of documents requested; maintains up to date file; • Provides administrative support in the opening and closing of bank accounts and ensures country offices' compliance with financial rules and regulations; • Creates vouchers and payments in Atlas for international NGOs program advances and ensure that these are in accordance with financial rules and regulations; • Assists in the processing and forwarding of donor reports; • Receives official checks and sends to UNDP for deposit to the UNFPA account, maintains file.

Provide daily administrative support to the Section • Ensure optimal communication flows between the Branch as well as with other units and external counterparts, through effective use of written, verbal and electronic communication; • Log and route incoming documents for action; review and ensure conformity to the Fund’s guidelines and procedures of all outgoing correspondence submitted for the Branch Chief signature; • Prepare information and/or briefs, summaries and background documentation required by the Branch Chief for all official missions and special meetings; • Gather and compile data and information for the preparation of documents, guidelines, speeches and position papers using website or content searches by selected themes; • Undertake logistical administrative and financial arrangements for meetings and workshops organized by the Branch; • Reviews incoming correspondence, collects and prepares necessary information for reply/action of Accounts section staff and distribute the same to responsible parties, and follows up completion; • Manages the Section Chiefs calendar and schedule appointments for Chief and other professionals in the section; • Serve as leave monitor for the Accounts Section staff and ensures that leave taken and any overtime work rendered are documented and are in accordance with leave entitlements and overtime compensation; • Redirect issues/queries to concerned divisions for action, providing pertinent documentation and required follow up to ensure that appropriate actions are taken; • Focal person for various organizational issues like Global Directory, MIS helpdesk, Security access etc; • Maintains an office filing system for the Section and assists in setting up and maintaining the archiving system.

Makes travel arrangements for the Section • Makes travel arrangements for the Section, including obtaining the itinerary and reviewing options, preparing the travel request from Atlas, requesting the required visa, obtaining medical and security clearances as appropriate, advising the appropriate staff of arrival and departure dates, making hotel reservations, processing travel authorization and picking up tickets passports and UNLPs, and ensuring that travel had taken place and that expenses and claims are in accordance with travel policy and guidelines; maintains file.

Provides timely support for the recruitment of temporary personnel, consultants and arrangements for detail assignments • Prepares staff recruitment requests in ATLAS with input from Section Chief regarding TORs; • Prepares travel authorization requests; • Coordinates with the logistics for recruitment.

Performs other duties as specified • Provides backstopping in the absence of the Personal Assistant to the Director and other administrative personnel; • Performs additional tasks as required by the Section chief.

ESSENTIAL QUALIFICATIONS AND EXPERIENCE:

• Completion of secondary school education, Bachelor’s degree desirable • 5 years administrative and finance-related work experience • Excellent knowledge of computer skills, proficiency in use of spread sheets, word processing and computerized accounting systems (MS Word, Powerpoint, PeopleSoft, etc) • Knowledge and experience in the interpretation of financial rules and regulations and accounting experience desirable • Proficiency in English, knowledge of French or Spanish desirable • Must pass the UN clerical test in English

Required Competencies:

Core Competencies

• Values/Guiding Principles • Performance Management • Developing People • Working in Teams • Communicating information and ideas/knowledge sharing • Self-management • Appropriate and transparent decision making • Analytical and Strategic Thinking

Functional Competencies

• Logistical support • Managing data • Managing documents, correspondence and reports • Managing information and workflow • Planning, organizing and multi-tasking • Job knowledge

UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.

We offer an attractive remuneration package commensurate with the level of the position.

SPECIAL NOTE:

Please note that applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship. Applicants must pass the UN Clerical Test and, when applicable, the UN Accounting Test in order to be eligible to be appointed against the post. We will only be able to respond to those applicants in whom UNFPA has a further interest.

Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

How to apply:

HOW TO APPLY:

UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy. Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at http://www.unfpa.org/employment/vacancy.htm

Please print out the Guide for your reference during the registration and application process.