Job Description
The Position:
Administrative Associate
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
- You support the effective management of UNFPA programme activities in the areas of population and development, reproductive health and gender.
- You will demonstrate a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in relation to HR, administration and finance, while providing support and guidance to the Country Office (CO) and UNFPA-supported projects.
- You would be responsible for:
- Managing the operational aspects of programme/project inputs, including personnel, sub-contracts, equipment, fellowships and other programme and project-related events to facilitate programme/ project delivery.
- Preparing and monitoring the administrative budget, ensuring financial transactions are in accordance with UNFPA financial rules. Proposing procedures to improve internal controls and efficiency and responding to audit issues.
- Assist the recruitment and selection process, applying best practice HR approaches;; coordinating the performance appraisal process and advising on performance issues.
- Implementing corporate systems and applications in support of finance and human resource management and CO operations; creating procedures for effective management of UNFPA resources; and advising and training project staff.
- Managing procurement operations for office and project equipment, supplies and services, in a transparent and cost-effective manner; and maintaining up-to-date inventory and records.
- Establish systems and procedures necessary to ensure effective and efficient management of programme supplies purchased by UNFPA for use in its programmes. This includes ensuring that all processes associated with sourcing, shipping, tracking, custom clearance, receiving and inspection, storage, hand over and monitoring of the supplies are designed, duly documented and implemented fully in compliance with UNFPA policy on management of programme supplies
- Provide oversight for full compliance of activities related to the management of UNFPA program supplies in accordance with UNFPA rules, regulations, policies and procedures; elaboration of the effective internal control, proper design and functioning of client-oriented procurement/logistics management systems
- Contribute to the implementation of procurement planning and sourcing that covers all the activities related to the placement of programme supplies orders, starting with the creation of requisitions and finishing with the submission by suppliers of shipping documents for review and approval
- Reviewing and preparing material for activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.
Qualifications and Experience:
Education:
- Completed Secondary Level Education required. First level university degree desirable.
Knowledge and Experience:
- Seven years of relevant experience in administration, finance or office management.
- Proficiency in current office software applications and corporate IT systems.
Languages:
- Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
- Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
- Functional Competencies:
- Providing logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and work flow
- Planning, organising and multitasking
- Supporting financial data analysis
Managerial Competencies (if applicable):
- Providing strategic focus,
- Engaging in internal/external partners and stakeholders,
- Leading, developing and empowering people, creating a culture of performance
- Making decisions and exercising judgment
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
