Internal and External Vacancy - Administrative & Finance Assistant, GS5, Guwahati, India, SAR Post # 52012 (this post is open only for Indian Nationals)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child,

Click here to learn more about what makes us proud working for UNICEF!

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply. Our workplace policies promote flexible work arrangements, to support all staff in maintaining a healthy life balance, both in and out of the office.

We are the first United Nations agency to be awarded the EDGE certification – the leading global standard for gender equality in the workplace.

For more information on UNICEF EDGE Certification, kindly view the video here

UNICEF prides itself on fostering a multicultural and harmonious work environment, guaranteed by a zero-tolerance policy on sexual exploitation and abuse, and on any kind of harassment, including sexual harassment and discrimination. All selected candidates will undergo rigorous reference and background checks.

For Every Child, AN ADVOCAT

In an effort to measurably improve UNICEF's ability to deliver better results for children, there is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference?

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization this is a chance to make a difference. Under the supervision and guidance of the supervisor, the programme associate supports the respective section (s) by carrying out a range of programme support functions to help develop, implement and monitor their country programme, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.

Organizational Job context

UNICEF Office for Assam has 22 staff members. Assam field office is a one UN premises and supports 8 North Eastern States of India. This position is part of the Operations team to support nine programmes and will report to the Operations Officer.

Purpose for the Job

The Administrative & Finance Assistant is responsible for executing a broad variety of standardized administrative and financial tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative and financial procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Summary of key functions/accountabilities:

• Travel
• Invoice Processing
• Support to Financial Control
• Contracting of consultants and service providers
• Events and Conferences
• General Administrative Duties

Travel

• Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
• Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel
• Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision.
• Upload electronic files and verify results to destination system.
• Respond to client transaction status and other inquiries.

Support to Financial Control

• Maintain unit/work plans and budgets as well as offline financial status reports for Unit work plans.
• Monitor and advise budget owners on financial status of projects and potential over-expenditures and recommend possibilities for reallocation to ensure the optimum use available funds.
• Review and process payments in VISON related to HACT, utility payments, supplies, PO, advances and other payments. Check the requests have the necessary supporting documents, usually the original document, validity of the charge, they are certified by the staff responsible and are coded correctly. File the transactions and the related supporting documents regularly and share copies with relevant sections as required.
• Process budget revisions of Unit projects for approval of the Chief.
• Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required.
• Process requisitions and prepare payment vouchers for the unit.
• Provide relevant information for the response to audits.

Contracting of consultants or other service providers

• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in vision, and making necessary logistical arrangements.
• Keeps vendor lists, partners, and consultant rosters up to date.
• Arrange for the purchase and timely distribution of office supplies.

Events and Conferences

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials in the intranet.
• Prepares and maintains agendas on meeting and events related to the work group commitments.

General Administrative Duties

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.

• Maintain attendance records.

  Impact of Results

The efficiency and effectiveness of support provided by the admin assistant ensures that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.

To qualify as an advocate for every child you will have…

Education:

Completion of secondary education preferably supplemented by technical or university courses related to the work of the organization.

Experience:

A minimum of 5 years of progressively responsible administrative or clerical work experience is required.

Language:

Fluency in English and local language of the duty station is required.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are...

Core Competencies

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

Click here to learn more about UNICEF’s values and competencies.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of UNICEF are fraudulent and should be disregarded. Candidates should apply to this position only directly through UNICEF’s careers web site, which is the only official portal for applications.

UNICEF is committed to promote the protection and safeguarding of all children.

(“Candidates should apply to this position only directly through UNICEF’s careers web site, which is the only official portal for applications.”)

Remarks:

• This position is based in Guwahati (India).
• Selected applicant will have an initial two (2) year fixed-term contract, with possibility of extension subject to satisfactory performance.
• Only shortlisted candidates will be notified and advance to the next stage of the selection process, which involves various assessments.
• Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.