Administrative and Finance Assistant

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and territories, working to ensure that every individual has access to reproductive health services and the ability to make informed choices about their bodies and futures. The organization is committed to promoting gender equality, empowering women and girls, and addressing population issues through evidence-based policies and programs. UNFPA's mission is guided by the principles of human rights and the belief that everyone should have the opportunity to lead a healthy and fulfilling life. The organization employs thousands of staff members worldwide, all dedicated to achieving the Sustainable Development Goals by 2030, particularly those related to health, gender equality, and human rights.

Job Overview:
The Administrative and Finance Assistant (AFA) plays a crucial role in supporting the operations of the UNFPA State Office in Patna, Bihar. This position is integral to the Operations Team, providing essential administrative and financial support to ensure the smooth functioning of the office. The AFA will report directly to the Operations Manager based in New Delhi, collaborating closely on compliance and technical matters. The role involves a variety of tasks, including managing financial transactions, maintaining accurate records, and facilitating procurement processes. The AFA is expected to uphold the high standards of quality and accuracy in all work, contributing to the overall mission of UNFPA to improve reproductive health and rights. The position requires a proactive approach to problem-solving and the ability to work effectively in a multicultural environment, reflecting UNFPA's commitment to diversity and inclusion.

Duties and Responsibilities:
The Administrative and Finance Assistant will be responsible for a wide range of duties, including but not limited to:

• Providing effective and efficient administrative and operational support services, which includes organizing workshops, seminars, and meetings, facilitating procurement of goods and services, maintaining an up-to-date inventory of office assets, coordinating transport services, and managing HR-related matters in collaboration with the country office.
• Ensuring accurate accounting and financial management support by preparing and processing payments and vouchers, submitting financial reports, analyzing expenditures, managing petty cash, and monitoring the office's expenditure ceiling.
• Assisting the programme team with technical assistance and management of projects, preparing budgets and work plans, entering financial transactions into the Quantum system, conducting audits, and facilitating capacity building for implementing partners on UNFPA financial procedures.
• Undertaking additional duties as assigned by supervisors and senior managers, demonstrating flexibility and a willingness to support the team in achieving its objectives.

Required Qualifications:
Candidates must possess completed Secondary Level Education as a minimum requirement. A first-level university degree in Finance, Accounting, Business, Public Administration, or a related field is desirable. The ideal candidate should have at least 5 years of progressively responsible experience in accounting, administrative services, or procurement in either a public or private sector environment. A strong understanding of clerical and administrative best practices within a multicultural corporate environment is essential. Proficiency in office software applications and corporate IT systems, as well as experience with financial software, is highly desirable. Previous experience in the UN system is considered an asset, along with knowledge of ERP systems such as Quantum, Oracle, or SAP.

Educational Background:
The position requires a completed Secondary Level Education as a baseline, with a preference for candidates holding a first-level university degree in relevant fields such as Finance, Accounting, Business Administration, or Public Administration. This educational background equips candidates with the necessary theoretical knowledge and practical skills to perform effectively in the role of Administrative and Finance Assistant.

Experience:
The role demands a minimum of 5 years of relevant experience for candidates with a high school certificate, or 2 years for those with a bachelor's degree. This experience should be in accounting, administrative services, or procurement, ideally within a public or private sector context. Candidates should demonstrate a track record of progressively responsible roles that have prepared them for the complexities of financial and administrative management in a dynamic environment.

Languages:
Fluency in both oral and written English is mandatory for this position. Additionally, a working knowledge of one or more of the official languages of India is desirable, as it enhances communication with local stakeholders. Knowledge of other UN languages is considered an asset, reflecting the organization's commitment to diversity and effective communication across different cultural contexts.

Additional Notes:
This position is classified at G-5 level and is offered as a full-time, fixed-term contract for a duration of one year, with the possibility of renewal. The role is non-rotational, meaning that the successful candidate will remain in the Patna office for the duration of their contract. The compensation package includes a competitive net salary of INR 12,63,911 per annum, along with health insurance and other applicable benefits. UNFPA is committed to creating a diverse and inclusive work environment, encouraging applications from women, LGBTQIA+ individuals, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented communities. The selection process may involve background checks, medical clearance, and other administrative requirements, and UNFPA does not charge any fees in connection with the application process.