Finance Team Administrative Associate

Job title:

Finance Team Administrative Associate

Company:

UNOPS

Job description

The Finance Group (FG) is a critical and strategic business function in UNOPS and serves as an authoritative and integrated partner in the organization on strategic financial planning and budgeting, business strategy and practices, financial analysis and risk assessment, financial management services and long term organisational treasury and investments. As the steward of resources of a self-financing UN entity, FG is accountable for timely cost recovery and reporting to partners, maintaining the integrity and transparency of financial management of resources in accordance with the highest standards of ethics and organisational/international accountability framework and the accurate and transparent financial reporting to governing bodies, clients, partners and stakeholders.Under the overall guidance and supervision of the DCFO, reporting to the CFO, the incumbent performs and may supervise personnel in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Finance Team Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.Investment Advisory Committee Support Management Support …

• Investment Advisory Committee Support

Management SupportLogistics Management ServicesKnowledge Building and Knowledge Sharing1. Investment Advisory Committee Support

• Support the secretary of the Investment Advisory Committee (IAC) for all administrative matters of the IAC
• Arrange all travel-related matters for the IAC members, and support personnel in the Finance Group, including ensuring appropriate security arrangements, booking of flights and hotels, processing requests for visas, etc
• Serve as the focal point for UNOPS travel agents and help implement changes to travel plans, also when changes happen with short notice.
• Tracks and keeps an overview of travel authorizations, travel claims, and DSA in UNOPS ERP system (oneUNOPS).
• Ensure that all travel activities are compliant with UNOPS policies, rules and procedures, and maintain accurate records of transactions and related correspondence

2. Management Support

• Administrative coordination of external forums including but not limited to inter-agency Finance forums and working groups where UNOPS participates and its contribution needs to be coordinated and prepared.
• Administrative Coordination of internal Finance meetings
• Administrative Support with the review, analysis and preparation of management inputs for Finance related matters.
• Support planning of financial resources/administrative budget for administrative services.
• Support management with preparing documentation and presentations.
• Liaising for administrative matters, with key stakeholders in the Finance Group – CFO, Deputy CFO and Finance Unit Heads in a proactive and professional manner.
• Maintain a detailed filing system to ensure structured filing of relevant communication on behalf of the Chief Financial Officer.
• Perform transactional roles in OneUNOPS for the Finance Group

3. Logistics Management Services

• Support travel authorizations, documentation, payments for team
• Provide procurement support such as obtaining quotations, bids or proposals, participating in evaluations, creating purchase orders (POs) and receipts in UNOPS ERP (oneUNOPS). Liaise with the appropriate counterpart expert in procurement for advice, in order to ensure compliance with applicable policies, rules and procedures and the best use of resources.
• Ensure timely processing and payments of all office administrative expenditures, liaising with other teams, when necessary, and maintain accurate records of transactions.
• Assist in the preparation of the administrative budget for the Finance Group, and process budget revisions and GLJEs in collaboration with HQ Admin team, as and when needed.
• Support the compilation of data, using the UNOPS ERP system, to prepare accurate financial reports to facilitate continuous monitoring of expenditure and ensure alignment with approved budgets and work plans.
• Support the monitoring of contracts for retainers and consultants associated with the Finance Group.
• Coordinate matters related to the Finance Group office space, including ensuring the provision of office supplies and equipment, and engage with relevant teams (HQ admin and ICT) when technical support is required by members of the Finance Group team.

4. Knowledge building and Knowledge SharingProvide support in organizing, facilitating and/or delivering training and learning initiatives for personnel on relevant topics. Responsible for organizing, facilitating and/or developing training and learning initiatives related to administrative process.Organise induction for new staff membersProvide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in FinanceCollect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.Impact of Results:The Administrative Associate will play a pivotal role in ensuring effective and timely support to the Chief Financial Officer as well as for the broader Finance Group.Treats all individuals with respect; responds sensitively to differences and enc…Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.Education Completion of secondary school is required. …EducationCompletion of secondary school is required.Bachelor degree in Finance, Economics, Business Administration, Public Administration, Management or other related disciplines is desirable but is not a requirement, and may substitute for some years of experienceIn the absence of a university degree, relevant certifications are an asset
ExperienceMinimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.Some experience in UN system organizations is desirable.Experience in use of Enterprise systems such as the proprietary OneUNOPS is desirable.
Language RequirementsFull working knowledge of English.Knowledge of another official UN language or regional working language is an assetContract type: Individual Contractor Agreement Contract level: Local ICA Suppor…Contract type: Individual Contractor Agreement
Contract level: Local ICA Support 6
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performanceAs per the terms of the Host Agreement between UNOPS and the Government of Denmark, UNOPS officials are privileged to an exemption from taxation on the salaries and emoluments paid to them by UNOPS granted that they reside in Denmark.This vacancy is looking to fill a full-time open-ended position. As the contract modality for this Vacancy Announcement is an International Contractor Agreement, UNOPS may also offer a full-time short-term, or a retainer (contract for intermittent work, subject to budget availability and business needs) agreement.For more details about the ICA contractual modality, please follow this link:Please note that UNOPS does not accept unsolicited resumes. Applic…Please note that UNOPS does not accept unsolicited resumes.Applications received after the closing date will not be considered.Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.Terms and ConditionsFor staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract .All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

Expected salary

Location

København

Job date

Wed, 19 Feb 2025 23:26:46 GMT

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