Overview
The Administrative & Finance Associate supports the implementation and quality assurance of specialized administrative and financial processes essential to the office’s operations platform. The role provides quality assurance, budget and financial monitoring support, payment and invoice processing, office administration, and contracting and vendor-related support.
Key Responsibilities
- Implements and monitors specialized administrative processes.
- Contributes to the preparation and implementation of annual workplans.
- Provides guidance to staff on administrative and financial requirements.
- Coordinates administrative and legal formalities with public authorities.
- Maintains workflow trackers and management tools.
- Identifies bottlenecks and supports process improvement.
- Supports budget owners in budget preparation and monitoring.
- Reviews financial and administrative transactions for accuracy and compliance.
- Processes finance-related transactions.
- Prepares periodic financial status updates and variance analysis.
- Provides information for audits and internal control reviews.
- Liaises with banking institutions and financial service providers.
- Performs quality assurance and submission of invoice and payment requests.
- Monitors payment status and resolves discrepancies.
- Responds to client inquiries on transaction status.
- Supports vendor master data and banking-related requests.
- Supports coordination and quality assurance for travel arrangements.
- Maintains and verifies travel records and financial data.
- Provides briefing and debriefing support for travelers.
- Supports the planning and administration of meetings, workshops, and events.
- Facilitates and quality-assures the administrative processing of contracts.
- Reviews or prepares required contract documentation.
- Maintains updated consultant, vendor, and service provider records.
- Coordinates with Supply/Procurement and GSSC for procurement actions.
- Maintains accurate filing systems, databases, and records management tools.
- Compiles, organizes, and visualizes administrative and financial data for reports.
- Supports onboarding and orientation on administrative and finance workflows.
- Contributes to knowledge management by documenting lessons learned and guidance.
- Provides backstopping to other administrative, finance, and operations focal points.
- Supports general office administration.
- Performs any other duties assigned by the supervisor.
Required Experience
A minimum of six years of progressively responsible relevant work experience in administration, finance/accounting, budget monitoring, invoice processing, travel, procurement/contracting, office operations or a related area is required. Experience in applying administrative and financial rules, internal controls and quality assurance procedures is required. Experience with UNICEF or UN systems, including Vision/SAP, Fiori, Service Gateway and GSSC workflows, is an asset. Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts is desirable.
Qualifications
Completion of secondary education is required. Supplementary formal studies in finance, accounting, business administration, public administration, procurement, operations management or a related field is highly desirable. A bachelor’s degree from a recognized academic institution in a field relevant to the position may be considered to compensate for three (3) years of experience. A master’s degree from a recognized academic institution in a field relevant to the position may be considered to compensate for an additional two (2) years.
