Administrative and Finance Assistant

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead UN agency focused on reproductive health and rights, aiming to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and territories, employing thousands of staff members dedicated to advancing human rights and improving health outcomes globally. The organization works towards transformative results in maternal health, family planning, and the elimination of gender-based violence. UNFPA is committed to upholding the values of the United Nations Charter and promoting ethical standards in all its operations.

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 to the Operations Manager based in New Delhi and will be responsible for a variety of tasks that include managing financial transactions, maintaining accurate records, and facilitating procurement processes. The role requires a proactive approach to problem-solving and a commitment to delivering high-quality results in line with UNFPA's mission and values. The AFA will also assist in program management, ensuring that financial and administrative processes align with organizational standards and contribute to the overall effectiveness of UNFPA's initiatives in the region.

Duties and Responsibilities:

• Provide effective and efficient administrative and operational support services, including organizing workshops, seminars, and meetings, and facilitating procurement of goods and services according to UNFPA guidelines.
• Act as the state Assets Focal Point, maintaining an up-to-date inventory of office assets in compliance with UNFPA Asset Management Policy.
• Coordinate office transport and ensure the provision of transportation services to staff.
• Collaborate with the country office on HR matters, including recruitment and leave monitoring.
• Implement IT policies and ensure the maintenance of IT services and equipment.
• Manage accounting and financial processes, including preparation and processing of payments and vouchers, ensuring timely submission of financial reports.
• Monitor expenditures and prepare analytical financial reports.
• Assist program teams with technical assistance and management of projects, including budget preparation and financial transaction entry in ATLAS.
• Conduct audits and ensure compliance with audit recommendations. 1
• Undertake additional duties as assigned by supervisors and senior managers.

Required Qualifications:
Candidates must have completed Secondary Level Education, with a first-level university degree in Finance, Accounting, Business, Public Administration, or a related field being desirable. A strong understanding of clerical and administrative best practices in a multicultural environment is essential. Proficiency in office software applications and financial software is also required, with previous experience in the UN being an asset. Knowledge of ERP systems such as Quantum, Oracle, or SAP is beneficial.

Educational Background:
The minimum educational requirement for this position is a completed Secondary Level Education. A first-level university degree in a relevant field such as Finance, Accounting, Business, or Public Administration is preferred and will enhance a candidate's qualifications for the role.

Experience:
Candidates should possess at least 5 years of progressively responsible experience in accounting, administrative services, or procurement in either public or private sectors, or 2 years of experience if they hold a Bachelor’s degree. This experience should demonstrate a solid understanding of financial management and administrative processes.

Languages:
Fluency in oral and written English is mandatory for this position. Additionally, a working knowledge of one or more of the Indian official languages is desirable, while knowledge of other UN languages is considered an asset.

Additional Notes:
This position is full-time and offers a fixed-term contract for one year, with the possibility of renewal. It is classified at the G-5 level, with a competitive net salary of INR 10,78,604 per annum, along with health insurance and other benefits. UNFPA promotes a diverse and inclusive work environment, encouraging applications from women, LGBTQIA+ individuals, minority ethnic groups, and persons with disabilities. The selection process may involve background checks, medical clearance, and other administrative requirements.