National Post: Administrative and Finance Assistant

**Job Title: Administrative and Finance Assistant (1 position)**

**Level: G-5**

**Position Number: 34507**

**Duty Station: State Office, Bhopal, Madhya Pradesh, India.**

**Full/Part-time: Full-time**
**Fixed Term/Temporary: Fixed-Term**
**Rotational/Non-rotational: Non-rotational**

**Duration: One year (renewable)**

**The Position**:
The Administrative and Finance Assistant is located in each of the four UNFPA State Offices (in Bihar, Madhya Pradesh, Odisha and Rajasthan) and supports the operations of the State office as an extension of the Operations Team and works under the technical guidance of the Operations team in the capital, New Delhi.

You will report to the Operations Manager in the Delhi head office for all compliance, technical related matters, everyday issues and team interactions.

**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, focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

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.

**Job Purpose**:
The Administrative and Finance Assistant (AFA) provides support the State Office operations by performing a variety of standard financial and administrative processes, ensuring high quality and accuracy of work.

The AFA will be responsible for:
**1. Provision of effective and efficient administrative and operational support services**:

- 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 Atlas role of state Assets Focal Point for the office and keep up-to-date inventory list of office assets, in line with UNFPA Asset Management Policy.
- Coordinate office transport and provision of transportation services to office staff.
- Coordinate closely with the country office on all HR matters, including recruitment, hiring of consultants, leave monitoring, and issues relating to staff entitlements.
- Implement IT policy and ensure smooth provision / upkeep / maintenance of I-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 ATLAS system and keeps the vendor list updated.

**2. Provision of Accurate Accounting and Financial Management Support**:

- Provide accounting and financial support to the State Office with focus on preparation/processing of all types of payments & vouchers (including settlement of Travel Expense Claims), PO 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 obtaining ATLAS information to update implementation status.

**3. Provision of Effective Programme Management Support**:

- 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 ATLAS 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 ATLAS such as CDR, Cluster wise budget vs expenditure, individual work plan expenditures against allocations, etc., compile financial reports and submit to programme coordinator for review and decision-making, if applicable.
- 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.

**Other**:
Undertake other duties as assigned by the supervisor and other senior managers.

**Qualifications and Experience**:

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

**Knowledge and Experience**:

- At least 5 years (with high school certificate) or 2 years (with Bachelor degree) of progressively responsible