Overview
The Administrative Assistant (Finance) is responsible for monitoring expenditures, processing financial actions, and preparing financial reports under the supervision of the National Human Rights Officer.
Key Responsibilities
- Monitors status of expenditures and allotments, records variations, and updates budget tables.
- Reviews requisitions for goods and services to ensure correct expenditure objects and fund availability.
- Performs financial actions including processing shopping cards, purchase orders, and payment requests.
- Collects, verifies, and registers banking and financial information of vendors and contractors.
- Assists in the preparation of budget performance submissions and prepares statistical tables and financial reports.
- Drafts routine correspondence on financial and budget matters.
- Notifies payees of payment status.
- Prepares, processes, and follows up on administrative arrangements for official travel.
- Maintains work unit files, both paper and electronic.
- Coordinates with service units and liaises with internal team members.
- Performs other administrative duties as required, including operational travel, monitoring accounts, space planning, and organizing administrative arrangements for seminars and conferences.
- Assists with the day-to-day administration of contracts with external contractors.
- Audits contractors' invoices against goods and services provided and approved.
- Processes payments for contractors' invoices and monitors payments.
- Prepares and processes UN forms and permissions for staff, including grounds passes, property passes, parking permits, and access cards.
Required Experience
- A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. The minimum number of years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree.
- Experience working within the United Nations Common system or a similar international organization is desirable.
- Experience using an Enterprise Resource Planning (ERP) system such as Umoja is desirable.
Qualifications
High school diploma or equivalent.
