Finance and Administrative Assistant, G5, Office of Global Insight and Policy (OGIP), NYHQ (Temporary Appointment 6 months)
Job no: 551068
Contract type: Temporary Appointment
Duty Station: New York
Location: United States
Categories: Administration, Financial Management
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, hope…
This position is within the Office of Global Insight and Policy (OGIP). OGIP was established in 2019 to assist UNICEF in interpreting and engaging in a rapidly changing world. OGIP serves as an internal think-tank, providing UNICEF with intelligence on a range of issues with implications for children and its work, equipping the organization to more effectively shape the global discourse, and preparing it for the future by scanning the horizon for frontier issues and ways of working.
OGIP has three overarching functions. Though its intelligence function, OGIP conducts analysis on a range of external issues based on soliciting needs across the organization, identifies implications, translates into options or recommendations, and socializes with relevant parts of the organization. Through its global discourse function, OGIP generates critical assets including commentary and briefings, to enable UNICEF to more effectively drive the global conversation vis-à-vis children and leverage its normative influence. And through its frontiers function, OGIP analyses new issues and ways of working to incorporate into UNICEF's core business and next strategic plan where appropriate, and to drive the organization forward.
How can you make a difference?
The Finance and Administrative Assistant is responsible for executing a broad variety of standardized administrative and financial tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative and financial procedures, processes and policies. In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.
Summary of key functions/accountabilities:
- Responsible for collecting invoices and filing documents for approval and thereafter processing in vision.
- Upload electronic files and verify results to destination system.
- Respond to client transaction status and other inquiries.
Support to Financial Control
- Maintain OGIP budgets as well as offline financial status reports for the Office’s work plans.
- Monitor and advise budget owners on financial status of projects and potential over-expenditures and recommend possibilities for reallocation to ensure the optimum use available funds across the entire Office.
- Review and process payments in VISON related to activities, supplies, PO, advances and other payments. Check the requests have the necessary supporting documents, usually the original document, validity of the charge, they are certified by the staff responsible and are coded correctly. File the transactions and the related supporting documents regularly and share copies with relevant sections as required.
- Process budget revisions of OGIP’s projects for approval of the Director and Chiefs.
- Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required.
- Process requisitions and prepare payment vouchers for the Office.
- Provide relevant information for the response to audits.
Contracting of consultants or other service providers
- Facilitates the processing of contracts for consultants and external partners that provide a service to the Office. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in vision, and making necessary logistical arrangements.
- Keeps vendor lists, partners, and consultant rosters up-to-date.
- Arrange for the purchase and timely distribution of office supplies.
General Administrative Duties
- Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information
To qualify as an advocate for every child you will have…
- Completion of secondary education (e.g. High School Diploma) is required, preferably supplemented by technical or university courses related to the work of the organization.
- A minimum of 5 years of progressively responsible finance and administrative experience is required. Experience working in the UN system is highly desirable.
- Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
For every Child, you demonstrate...
UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).
The UNICEF competencies required for this post are...
Demonstrates Self Awareness and Ethical Awareness (1)
Works Collaboratively with others (1)
Builds and Maintains Partnerships (1)
Innovates and Embraces Change (1)
Thinks and Acts Strategically (1)
Drive to achieve impactful results (1)
Manages ambiguity and complexity (1)
To view our competency framework, please visit here.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, race, sexual orientation, nationality, culture, appearance, socio-economic status, ability, age, religious, and ethnic backgrounds, to apply to become a part of the organization.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.
Advertised: Eastern Daylight Time
Deadline: Eastern Daylight Time