Administrative & Finance Assistant

**Job no**: 567841

**Contract type**: Fixed Term Appointment

**Duty Station**: Mumbai (Bombay)

**Level**: G-5

**Location**: India

**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, CARE**

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life in its social, political, economic, civic and cultural dimensions her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens addressing inequity not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. Therefore, the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

**Click here to learn more about what makes us proud working for UNICEF**

**How can you make a difference?**

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

**Purpose for the job**:
The Administrative & Finance Assistant reports to the Operations Officer and 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.

**Key functions, accountabilities, and related duties/tasks**:

- **Travel**
- Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
- Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
- Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel
- Assists in the preparation of budgets on travel costs and maintain travel budgetary control records
- **Invoice Processing**
- 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 unit/work plans and budgets as well as off line financial status reports for Unit 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.
- Review and process payments in VISON related to HACT, utility payments, 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 Unit projects for approval of the Chief.
- 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 unit.
- Provide relevant information for the response to audits.
- **Contracting of consultants or other service providers**
- Be the Supply and Procurement Focal Point for the office.
- Facilitate the processing of contracts for consultants and extern