Administrative and Finance Assistant

The Administrative and Finance Assistant provides support to the State Office operations by performing a variety of standard financial and administrative processes, ensuring high quality and accuracy of work. The role includes administrative and logistic support, procurement facilitation, asset management, financial accounting, and programme management assistance.

Responsibilities

• Provide administrative and logistic support for organization of workshops/ seminars/ meetings and other related activities.
• Facilitate procurement of goods and services as per UNFPA guidelines.
• Perform the Quantum role of state Assets Focal Point for the office and keep up-to-date inventory list of office assets, in line with UNFPA Asset Management Policy.
• Coordinate office transport and provision of transportation services to office staff.
• Coordinate closely with the country office on all HR matters, including recruitment, hiring of consultants, leave monitoring, and issues relating to staff entitlements.
• Implement IT policy and ensure smooth provision / upkeep / maintenance of I-related services & equipment.
• Liaise closely with UNICEF/UNDP for proper upkeep of the common UN premises.
• Facilitate the process of getting approval and PO for the vendors; Submit required document for creation of vendor IDs in Quantum system and keeps the vendor list updated.
• Provide accounting and financial support to the State Office with focus on preparation/processing of all types of payments & vouchers (including settlement of Travel Expense Claims), PO vouchers.
• Ensure the timely submission of financial reports and adhere to the financial procedures.
• Analyse programme expenditures and share with program staff at regular intervals.
• Manage Petty cash of the office and ensure timely reconciliation and replenishment.
• Monitor expenditure ceiling of the state office and prepare analytical financial reports obtaining Quantum information to update implementation status.
• Assist the programme team members in the provision of Technical Assistance and management of programme/projects.
• Assist in preparation of budget, grants, work plans and budget revision.
• Enter all financial transaction in Quantum such as PO and Non-PO vouchers; conduct physical inspection of good delivered before accepting receipt, and submit request for payment.
• Extract financial reports from Quantum such as CDR, Cluster wise budget vs expenditure, individual work plan expenditures against allocations, etc., compile financial reports and submit to programme coordinator for review and decision-making, if applicable.
• Conduct spot checks and pre-audit audits at IP’s for State and National projects.
• Facilitate conduct of audits, ensure final audits are conducted smoothly in a timely manner.
• Ensure audit observations and recommendations to be sent to country office and IPs for follow up actions and compliance, and monitor progress made.
• Ensure capacity building of Implementing Partners on UNFPA financial and accounting procedures.
• Undertake other duties as assigned by the supervisor and other senior managers.

Requirements

• Completed Secondary Level Education required.
• First level university degree in Finance, Accounting, Business or Public Administration or similar discipline desirable.
• At least 5 years (with high school certificate) or 2 years (with Bachelor degree) of progressively responsible experience in accounting, administrative services, and/or procurement in a public or private sector environment.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
• Proficiency in current office software applications and corporate IT systems and mastery of a series of financial software is desirable.
• Previous experience in the UN is an asset.
• Good knowledge of ERP system such as Quantum, Oracle, SAP or other system is an asset.
• Fluency in oral and written English is required.
• Working knowledge of one or more of the Indian official languages is desirable; knowledge of other UN languages is an asset.

Skills

• Accounting
• Administrative Services
• Procurement
• Clerical Procedures
• Secretarial Best Practices
• Office Applications
• Financial Software
• ERP Systems
• QUANTUM ERP
• Oracle ERP
• SAP-based ERP
• Asset Management
• Financial Accounting
• Programme Management
• Logistical Support

Languages

English