National Post: Administrative and Finance Assistant, Patna, Bihar, India - G5

Overview

The Administrative and Finance Assistant provides support to State Office operations by performing a variety of standard financial and administrative processes, ensuring high quality and accuracy of work.

Tasks Summary

• Provide administrative and logistic support for organization of workshops/seminars/meetings and other related activities.
• Facilitate procurement of goods and services as per UNFPA guidelines.
• Perform the Quantum role of state Assets Focal Point for the office and keep up-to-date inventory list of office assets.
• Coordinate office transport and provision of transportation services to office staff.
• Coordinate closely with the country office on all HR matters.
• Implement IT policy and ensure smooth provision/upkeep/maintenance of IT-related services & equipment.
• Liaise closely with UNICEF/UNDP for proper upkeep of the common UN premises.
• Facilitate the process of getting approval and PO for the vendors; submit required document for creation of vendor IDs in Quantum system and keeps the vendor list updated.
• Provide accounting and financial support to the State Office with focus on preparation/processing of all types of payments & vouchers.
• Ensure the timely submission of financial reports and adhere to the financial procedures.
• Analyse programme expenditures and share with program staff at regular intervals.
• Manage Petty cash of the office and ensure timely reconciliation and replenishment.
• Monitor expenditure ceiling of the state office and prepare analytical financial reports.
• Assist the programme team members in the provision of Technical Assistance and management of programme/projects.
• Assist in preparation of budget, grants, work plans and budget revision.
• Enter all financial transaction in Quantum such as PO and Non-PO vouchers.
• Conduct physical inspection of good delivered before accepting receipt, and submit request for payment.
• Extract financial reports from Quantum.
• Compile financial reports and submit to programme coordinator for review and decision-making.
• Conduct spot checks and pre-audit audits at IP’s for State and National projects.
• Facilitate conduct of audits, ensure final audits are conducted smoothly in a timely manner.
• Ensure audit observations and recommendations to be sent to country office and IPs for follow up actions and compliance, and monitor progress made.
• Ensure capacity building of Implementing Partners on UNFPA financial and accounting procedures.
• Undertake other duties as assigned by the supervisor and other senior managers.

Experience Requirements

• At least 5 years (with high school certificate) or 2 years (with Bachelor degree) of progressively responsible experience in accounting, administrative services, and/or procurement in a public or private sector environment.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
• Previous experience in the UN is an asset.
• Good knowledge of ERP system such as Quantum, Oracle, SAP or other system is an asset.

Qualification Requirements

• Completed Secondary Level Education required.
• First level university degree in Finance, Accounting, Business or Public Administration or similar discipline desirable.

Other Details

Languages Required: • Fluency in oral and written English is required.

Languages Preferred: • Working knowledge of one or more of the Indian official languages is desirable; • knowledge of other UN languages is an asset.

Contract Duration: One year (renewable)

Work Modality:

Remuneration: • Competitive net salary of INR 12,63,911 per annum plus health insurance and other benefits as applicable.