Administrative & Finance Assistant

Job Posting Organization:
UNICEF, the United Nations Children's Fund, is a global organization that works in over 190 countries and territories to save children's lives, defend their rights, and help them fulfill their potential from early childhood through adolescence. Established in 1946, UNICEF is dedicated to promoting the rights of every child, everywhere, in everything the organization does. The organization is committed to equity, ensuring that all children have the opportunity to survive, develop, and reach their full potential without discrimination. UNICEF prides itself on a culture that fosters personal and professional development, offering diverse opportunities for its staff while delivering on a rewarding mission. The organization employs thousands of individuals worldwide and operates in numerous countries, focusing on the most disadvantaged and excluded children and families.

Job Overview:
The Administrative & Finance Assistant plays a crucial role in executing a variety of standardized administrative and financial tasks within UNICEF. This position requires a thorough understanding of UNICEF's administrative and financial procedures, processes, and policies. The assistant is expected to project a credible and reliable image as a service provider, which is essential for maintaining the quality of process delivery. The impact of the assistant's work directly reflects on the overall reputation of the team, particularly in terms of responsiveness to client needs and the quality of process execution. The role involves supporting various functions, including travel arrangements, invoice processing, financial control support, contracting of consultants, and organizing events and conferences. The assistant will also have supervisory responsibilities and general administrative duties, making this position integral to the smooth operation of the section.

Duties and Responsibilities:

• Manage travel arrangements for staff, ensuring compliance with UNICEF policies and procedures.
• Process invoices accurately and in a timely manner, maintaining financial records and documentation.
• Provide support to financial control processes, including budget monitoring and reporting.
• Assist in the contracting of consultants or other service providers, ensuring adherence to organizational guidelines.
• Organize and coordinate events and conferences, including logistics, participant management, and follow-up activities.
• Perform supervisory roles as required, overseeing the work of junior staff and ensuring quality standards are met.
• Execute general administrative duties, including filing, data entry, and correspondence management, to support the overall functioning of the section.

Required Qualifications:
Candidates must possess a minimum of 5 years of progressively responsible administrative or clerical work experience. A bachelor’s degree from a recognized academic institution in a relevant field may substitute for three years of related work experience, while a master’s degree may replace an additional two years. Proficiency in Microsoft Word, Excel, SAP, and GST is essential, along with experience in payment processing, which will be considered an asset. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to work effectively in a team environment.

Educational Background:
The educational requirement for this position includes the completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization. A higher educational qualification, such as a bachelor’s or master’s degree in a relevant field, is highly desirable and can substitute for a portion of the required work experience.

Experience:
The position requires a minimum of 5 years of progressively responsible administrative or clerical work experience. Candidates with a bachelor’s degree may have three years of experience waived, while those with a master’s degree may have an additional two years waived. This experience should ideally be in a similar role within an international organization or a relevant sector, demonstrating a solid understanding of administrative and financial processes.

Languages:
Fluency in English is mandatory for this position. Knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) or a local language is considered an asset, enhancing the candidate's ability to communicate effectively in a diverse work environment.

Additional Notes:
This position is based in Mumbai, India, and is open to all Indian Nationals and internal candidates with a valid work permit for India. The selected applicant will receive an initial two-year fixed-term contract, with the possibility of extension based on satisfactory performance. UNICEF is committed to diversity and inclusion, encouraging applications from women, trans* and gender non-conforming individuals, and persons with disabilities. The organization offers flexible working arrangements, paid parental leave, and reasonable accommodations for employees with disabilities. All candidates will undergo rigorous reference and background checks, and selected candidates must meet medical clearance and inoculation requirements. UNICEF does not charge any processing fees during the recruitment process.