Administrative and Finance Associate, Office of the Executive Director (OED)

The Administrative and Finance Associate supports the efficient day-to-day functioning of the Executive Office by providing administrative, financial, and logistical services. The role involves managing financial transactions, calendar and meeting support, human resources and leave administration, and coordination with internal and external stakeholders to ensure smooth office operations.

Responsibilities

• Enter, update and submit OED workplans in Quantum based on budget planning and act as first point of contact for OED staff on transactional use of Quantum and UNFPA financial rules.
• Process financial transactions for OED and sub-offices in Quantum, maintain supporting documentation, and provide accurate transactional data for expenditure monitoring and financial reporting.
• Carry out transactional year-end closure actions including clearing open commitments and reconciliation of outstanding items.
• Manage the calendar of the Chief of Staff including scheduling meetings and resolving conflicts.
• Provide meeting support including printing, assembling documents, and uploading to platforms.
• Undertake administrative arrangements for internal meetings and provide support for high-level events and missions.
• Raise purchase requisitions and process receipt of goods and services in Quantum, prepare administrative documentation for recruitment actions.
• Process travel transactions for the Chief of Staff including travel authorizations, expense claims, visas, UNLPs, and DSA.
• Ensure availability of office supplies and support physical verification, tagging and disposal documentation of assets.
• Reconcile leave records in Quantum and update staff leave e-files.
• Prepare and track contracts and administrative files for consultants, interns and incoming personnel.
• Back up colleagues and support the Executive Associate on ad-hoc requests.
• Liaise with DMS, Travel Unit, FASB, and external service providers on transactional and administrative matters.
• Act as OED focal point for finance and administration policy queries and maintain filing systems.
• Support the Executive Committee secretariat and meetings, maintaining a matrix of committee decisions and tracking deadlines.
• Perform any other duties as assigned by the supervisor or Chief of Staff.

Requirements

• Completed Secondary Level Education required. First level university degree in Finance, Business, Public Administration or similar discipline desirable.
• Six years of relevant experience in administration, finance or office management.
• Proficiency in current office software applications, web-based management and ERP financial systems.
• Fluency in English required; knowledge of another UN language is an asset.
• Candidates must possess a valid G-4 visa acquired through employment within the UN system, United States citizenship, or valid United States permanent residency at the time of application.

Skills

• Office Management
• Finance Management
• ERP Financial Accounting
• Calendar Management
• Meeting Coordination
• Human Resources Administration
• Leave Administration
• Stakeholder Coordination
• Office Applications

Languages

English