Administrative Associate Job United Nations Population Fund

The Position:

The Programme Division is part of UNFPA Headquarters based in Nairobi, Kenya.
The Administrative Associate is responsible for Financial Management, Procurement and General Administrative Services and is part of the Programme Division Directorate. The role may be asked to support specific branches or projects which will be identified based on the overall needs of the Division. This is a Temporary Appointment for the estimated duration of 6 months.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

Financial Management and Procurement

• Monitor financial resources by providing the necessary financial information and analysis to PD units. Projects expenditures to determine possible problems, notifies management and proposes remedial action. Makes budget revisions as required;
• Ensure financial transactions are in accordance with UNFPA financial rules and procedures;
• Review and processes invoices
• Prepare all Quantum requests ensuring validity of the Chart of Accounts. Following receipt of goods or services, maintains receipts to enable processing of vendor payments;
• Work with Implementing Partners to support their quarterly reporting
• Review procurement requests and initiate procurement procedures for equipment, supplies and services in a transparent and cost effective manner;

General Administrative Services

• Interpret UN/UNFPA Administrative rules and regulations and provide guidance to staff; identify ways in which the administrative needs can be met within existing policies; adapt processes and procedures, anticipate and manage operational requirements of the Branch;
• Develop tools and mechanism for effective and efficient monitoring of administrative activities in support of PD branches operations;
• Assist in responding to audit findings and recommendations; and staff development activities (training and workshops);
• Liaise and support staff operational requirements in the areas of personnel and travel administration, as appropriate (e.g. renewal of UNLPs, visas; travel authorizations and bookings; security clearances; preparation of travel claims; extension of contracts, leave management and entitlements; etc);
• Manage and track consultancies, including: updating of consultancy information; time sheet reconciliation; and ensure accuracy of hours worked.
• Support the organization and scheduling of internal meetings, consultations, workshops, conferences, meetings as required, and prepare meeting minutes, follow up where required;
• As Directory Focal Person, request and input email and Quantum profiles for new staff and consultants, as well as modifications of existing profiles.
• Collaborate with other administrative personnel across the Division
• Manage the Team’s calendar and schedule of appointments;

Perform any other duties as may be assigned by the Supervisor

Qualifications and Experience:

• Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management. A first level university degree in business administration or public administration is desirable.

Experience:

• Six years of relevant administrative experience in the public or private sector;
• With a first level or advanced degree, three years of relevant experience is sufficient
• Experience in UN procurement and financial procedures is desirable
• Proficiency with UNFPA procedures and systems (Quantum and Quantum plus)
• Experience in financial and workplan management is required.
• Computer literacy – Word, Excel, PowerPoint and Google Suite.
• Good writing and communication skills.

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