Job Details of Call for Roster- Admin/Finance Assistant

The Admin/Finance Assistant provides Administrative and Financial support services ensuring high quality, accuracy and consistency of work. The Admin/Finance Assistant works in close collaboration with the programme, administration and finance staff as required exchanging information and supporting programme delivery.

Under the direct supervision of International Operations Manager, the national UN Volunteer will undertake the following tasks:

Human Resources:

• Act as leave monitor, update manual leave cards and get it signed by the respective staff and subsequent approval by the supervisors, extract information from the daily attendance sheet and assist in reconciliation of leave balances between manual and system record

• Communicate to UN HR focal point on monthly basis monthly annual leave record in respect of back office staff and inform of any deduction.

• Assists in the preparation and finalization of TAs, SCs and ICs in coordination with UN HR Focal Point, act as ex-officio during the interview process and prepare interview panel recommendations based on input from the interview panel members with strict confidentiality;

• Prepare requests for the renewal and extension of contract;

• Ensure that all payment certificates in respect of all vendors and ICs are correctly prepared and signed and approved by the respective supervisors and the Head of Office respectively;

Travel:

• Act as travel focal point for the back-office, and calculate travel entitlements, communicate with travel agents for the most direct and economical options, analysis, and finalizing the tickets for whole office and create requisitions.

• Maintain updated Travel Database for back-office on regular basis for monitoring purposes;

• Ensure that all pending obligations towards travel companies are reviewed and reconciled and submitted to Finance Unit in a timely manners;

• Maintain all travel related files for audit purposes.

Finance:

• Analyze and review information in Travel Authorization and Travel claims for SM with related appropriate documents such as travel authorization and claim;

• Review, analyze, check and reconcile bills, invoice and receipts from vendor on timely manner and before submission to Finance Unit for processing;

• Assist the Administration in preparing request for Direct Payments for non-PO payments.

• Create requisitions for all operations activities (premises, utilities, supplies, staff accommodation and travel related payments).

General Administration/Logistics:

• Act as focal point for hotel room reservation for all incoming missions and whenever required and maintain monthly record for the rooms;

• Assist Staff in obtaining visas and travel arrangements;

• Check and verify all office procurement requests for accuracy;

• Review entitlements-related claims and reports;

• Provide advice and guidance to staff with respect to administrative procedures, processes and practices