Administrative & Finance Assistant

The Administrative and Finance Assistant supports the Representation Office in Germany on financial management, planning and reporting, procurement, and general administrative support. The role involves managing office operations, supporting budget and procurement processes, and providing logistical and administrative assistance to ensure efficient office functioning.

Responsibilities

• Manage the daily schedule of the Director.
• Maintain travel plans of the office and coordinate travel arrangements, liaising with the travel unit for travel schedule/itineraries and related documents.
• Organize, compile, and prepare documentation and materials for meetings and missions.
• Provide logistical and operational support for organization of meetings and workshops.
• Provide human resources management support, including recruitment of consultants and experts, preparation and posting of TORs, contract separation process, preparation of contracts, and vendor setup.
• Ensure effective filing and safekeeping of documents; update Google Drive operations documents.
• Coordinate information flow and dissemination of communication to staff; follow up on deadlines.
• Support in completing the Environmental Report (EMT) for the GRO annual reporting.
• Manage staff leave plans and update the leave calendar.
• Maintain inventory and office asset records and assist in organizing office supplies.
• Effective budget management including revisions, monitoring, and reconciliation; support to project budget/Quantum monitoring and reporting.
• Generate expenditure reports and assist in preliminary analyses.
• Support preparation of budget performance reports and analysis of variances.
• Assist with budget and project award revisions, COA authorizations, requisitions, and receipts.
• Assist with pre-encumbrances and obligations ensuring funds availability and correct account usage.
• Provide monthly updates on project expenditure status and resource balances.
• Prepare payment invoices and follow up on payment status.
• Support VAT payments and reimbursements.
• Assist in monitoring availability of funds for financial commitments.
• Assist in preparation of supporting documents for cost estimates and budget proposals.
• Monitor and track donor agreements and contributions; support preparation of financial and donor reports.
• Assist with year-end deadlines and project financial and operational closing.
• Support transfer of residual balances and donor refunds.
• Support project and award creation in Quantum.
• Ensure sufficient supplies and venue arrangements are procured timely.
• Liaise with procurement colleagues for clearances and prepare CAP and ACP submissions.
• Prepare draft contractual documents for procurement of equipment/services.
• Assist in managing contracts for service providers ensuring effective contract management and closure.
• Resolve budget errors to ensure timely approval of POs/vouchers.
• Verify and support approval processes in Quantum.
• Present information for audit and support implementation of audit recommendations.
• Keep updated with ATLAS and UNDP regulations and exchange information.
• Support supplier registration in Quantum.
• Liaise with internal and external stakeholders to resolve administrative and procurement matters.
• Ensure team members follow UNDP operational guidelines and procurement procedures.
• Perform other duties within the functional profile as assigned.

Requirements

• High School certificate with 5 years of experience or bachelor's degree with 2 years of experience.
• Minimum 5 years with Secondary education or 2 years with a university degree of progressively responsible administrative experience is required at the national level.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.), and advanced knowledge of automated procurement systems.
• Advanced knowledge of spreadsheet and database packages is required.
• The ability to use good judgment and experience working in a multi-cultural setting is critical.
• Experience in project management, procurement, and finance is required.
• UN/UNDP work experience is a strong asset.
• Familiarity with Quantum is an asset.
• Fluency in English and German (oral and written) required.

Skills

• Administrative Support
• Finance Management
• Budgeting
• Financial Reporting
• Procurement
• Project Management
• Office Operations Coordination
• Logistical Support
• MS Word
• Excel
• Spreadsheet Packages
• Database Packages
• Automated Procurement Systems
• QUANTUM
• Multi-cultural Work Experience

Languages

English, German