Administrative 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, with a mission to promote the right of every woman, man, and child to enjoy a life of health and equal opportunity. The organization is dedicated to addressing the complex global environment through its Strategic Plan for 2026-2029, which aims to accelerate the implementation of the Programme of Action from the International Conference on Population and Development (ICPD) and achieve the Sustainable Development Goals by 203

• UNFPA's work is centered around four interconnected outcomes: ending unmet needs for family planning, preventing maternal deaths, eliminating gender-based violence and harmful practices, and adapting to demographic changes through evidence-based policies. UNFPA seeks principled and ethical staff who embody international norms and standards, and who are committed to delivering high-impact results and effective partnerships in a rapidly changing development landscape.

Job Overview:
The Administrative Assistant plays a crucial role in delivering quality administrative services to both internal and external clients. This position requires a client-oriented and results-focused approach, ensuring that all relevant rules, guidelines, processes, and procedures are mastered and adhered to. The Administrative Assistant will work closely with the operations and programme staff in the Country Office and Provincial Offices, as well as with UN Common System working groups. Reporting directly to the Operations Manager, the Administrative Assistant is expected to provide high-quality support services to office operations, performing a variety of standard finance and administrative processes. The role emphasizes strong client and results orientation in service of the country programme, ensuring that all administrative and financial tasks are executed efficiently and effectively.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: providing administrative support to the Country Office and Sub Offices; acting as the alternate focal point for travel agencies, ensuring compliance with UNFPA guidelines for air ticket issuance; updating the Country Office Real Estate Management online system and preparing necessary certificates; monitoring transport processes and fuel consumption, and analyzing data related to fleet management; providing protocol support, including facilitating visa requests and residence permits for international staff and consultants; processing official correspondence and documentation related to customs clearance and registration of UN vehicles; ensuring preparation of cost-recovery bills for services provided by UNFPA; reviewing and verifying supporting documents for payments and financial reports; processing vouchers and ensuring accuracy of transactions recorded in Quantum; maintaining an effective filing system for financial and administrative documentation; verifying and processing staff overtime payments; providing capacity building sessions to drivers for efficient vehicle maintenance; contributing to knowledge networks and attending relevant working group meetings; and carrying out any other duties as required by UNFPA leadership.

Required Qualifications:
Candidates must possess a completion of secondary level education as a minimum requirement. Additional training or studies in business administration, public administration, finance, or specialized certification in accounting and finance is desirable. Candidates should demonstrate a strong understanding of administrative and financial processes, as well as proficiency in using computers and office software packages, including MS Word and Excel. Knowledge of spreadsheet and database packages, as well as experience in handling web-based management systems, is also essential.

Educational Background:
The educational background required for this position includes a minimum of secondary level education. Candidates with additional training or studies in business administration, public administration, finance, or specialized certification in accounting and finance will be preferred. This educational foundation is crucial for understanding the complexities of administrative and financial tasks associated with the role.

Experience:
Candidates should have at least 5 years of relevant finance experience at the national or international level. This experience should encompass a broad range of administrative and financial responsibilities, demonstrating the ability to manage and execute tasks effectively in a dynamic work environment. Familiarity with UNFPA guidelines and procedures will be an advantage.

Languages:
Fluency in both English and Arabic is mandatory for this position. Proficiency in these languages is essential for effective communication within the organization and with external stakeholders. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. UNFPA is committed to providing a work environment that reflects values of gender equality, diversity, integrity, and a healthy work-life balance. The organization encourages applications from women, persons with disabilities, and other underrepresented groups. Reasonable accommodations may be provided to applicants with disabilities upon request to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation, and selection for all candidates, regardless of personal characteristics or dimensions of diversity. Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any fees in connection with the application or recruitment process.