Overview
The Administrative/Finance Assistant provides financial services and administrative processes for the Ukraine Country Office, with a focus on the Humanitarian Programme's projects, ensuring timeliness, efficiency, and transparent use of financial resources.
Key Responsibilities
- Provide day-to-day administrative and operational support to the Humanitarian Programme.
- Arrange travel and hotel reservations; prepare travel authorizations; and process requests for visas, DSA, identity cards, and other related documentation.
- Support the processing and reconciliation of travel claims and post-mission documentation.
- Liaise with programme staff, partners, and service providers on administrative and logistical matters.
- Assist in organizing meetings, trainings, workshops, and official events.
- Provide administrative support for the maintenance of premises and common services.
- Support the preparation of correspondence, reports, presentations, and meeting minutes.
- Provide support in personnel administration for international and national staff.
- Monitor and maintain meeting calendars, mission schedules, and leave records.
- Maintain filing systems, ensuring the safekeeping of confidential materials.
- Enter, track, and update administrative and operational transactions in the Quantum ERP system.
- Support office compliance with UNDSS security requirements.
- Develop and maintain a coherent database that aggregates and houses documents related to the Humanitarian Programme.
- Support the retrieval, collection and analysis of project-related data.
- Monitor and maintain office stationery supplies.
- Provide inputs to the preparation of office procurement plans and monitor their implementation.
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services.
- Organize and support procurement activities and processes.
- Monitor the timely submission of deliverables and processing of payments under project special service agreements (SSA) and institutional contracts.
- Compile and maintain necessary documents for hiring new consultants or amending contracts of current consultants or companies.
- Gather necessary documents for the creation/amendment of Vendor Profiles, e-requisitions, purchase orders, micro-canvass forms, and vouchers.
- Assist in processing financial transactions, including payments, reimbursements, and advances.
- Maintain accurate financial records and filing systems.
- Support the preparation and updating of administrative, procurement, and financial tracking tools, dashboards, or summaries.
- Support vendor management processes.
- Assist in bank, cash, and account reconciliations, including petty cash management.
- Assist in the preparation of financial documentation for audits, spot checks, and donor reporting.
- Assist in updating procurement and spending plans and budgets.
- Perform other finance-related duties, as required.
- Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Required Experience
- 3 years of progressively responsible experience in administration, finance, procurement, HR, or logistic support service is required.
- Candidates demonstrating experience that combines some or all of these disciplines are preferred.
- Experience in the usage of computers and office software packages is required.
- Experience supporting programme development and implementation within UN Agencies/international development assistance projects/international humanitarian aid activities is highly desirable.
- Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.
Qualifications
Bachelor's degree in business administration, finance or related fields.
