Finance and Administrative Assistant

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Description

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• Advise and assist project staff with office management and administrative support services. Provide interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
• Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars, trainings under the country programme outcomes.
• Review all incoming correspondence which requires action by the supervisor; review it for substance, identify urgent matters and ensure that these are handled expeditiously; determine which can be answered by specific project personnel; gather necessary background documentation for correspondence requiring action by the supervisor; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various project personnel and other organizational unites/entities on the submission of reports and correspondence;
• Coordinate extensively with relevant services units in the filed or in HQ and liaises frequently with team members to support the administrative activities linked to the project;
• Prepare periodic administrative statistics, reports and correspondence. Prepare, on own initiative, correspondence, reports, evaluations and justifications as required on general administrative or other related tasks including those of a confidential nature.

• Prepares draft contracts with necessary supporting documents, keeping control over their implementation and filing the relevant materials, collection of price offers from suppliers, preparation of proposals for purchase of office supplies and equipment. Arrange control of distribution and maintenance of inventory records.
• Prepares background information, detailed cost estimates, monthly, quarterly and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections as required and assists the project managers in planning, preparing and monitoring the project’s use of funds.
• Carries out all operations required for expenditures under technical cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments, Verifies cash transaction, cash balances, bank statements, monthly reconciliation statements and Common Cash Facilities financial requirements and partners payments. Ensure that all movements via bank are supported by bank receipts.
• Lead the revisions and/or updates of the budget, prepare the revised or updated documents for approval by the supervisor, and interpret existing financial regulations, rules and policies related to contributions and provide advice on complex and sensitive issues to internal and external counterparts, provide input to process improvements.
• Monitors accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft for own signature administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.

• Completion of secondary school education, supplemented by technical or university level courses in a field related to the work of the organization.

• Six years of progressively responsible clerical and administrative work. Relevant professional experience with supervisory role. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.

• Excellent knowledge of English and local language at the duty station.

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