Administrative and Financial Support Assistant

Duties and Responsibilities

• Assist the Regional Coordinator in the preparation and tracking of legal agreements, working in conjunction with implementing partners to ensure compliance with UN rules and regulations. This includes reviewing and rectifying legal instruments before submission for FMO approval, requesting reference numbers, iNeed requests for BP numbers, and banking details, etc.
• Participate with UNEP UN-REDD Administrative Officer in the coordination of programme/project planning and preparation; monitor the status of programme/project proposals; takes necessary action to ensure project financial documents are completed and submitted to relevant parties for approval.
• Participate in and follow-up on actions related to the administration of human resource activities, e.g., recruitment of staff and individual contractors, placement, the extension of contracts, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures; process personnel actions in the UN SAP-based ERP system (Umoja) to reflect staff movements.
• Support in organizing meetings/events, including providing technical support for virtual/hybrid meetings as needed. Also support logistics for meetings and other events, liaising with security and registering participants if needed.
• Manage travel requests for meeting participants, staff and consultants, which involves preparing travel approval requests, ensuring the timely disbursement of all entitled allowances, and ensuring the prompt recording of travel expense reports. This also encompasses overseeing the procurement process for DSA cash cards.
• Contribute to the proper processing and filing of all legal obligations, such as expenditure, progress, final reports, and audit statements. Additionally, the IC will prepare payment requests for further administrative processes.
• Undertake any other necessary administrative duties, including meeting organization and draft minute preparation.

Qualifications/special skills

Education:

• Completion of High school diploma or equivalent is required.
• A first-level university degree in finance, accounting, business or public administration, or related field is desirable.
• Experience: A minimum of five (5) years of experience in finance, budget, accounting, administrative services, audit, or related area is required.
• Experience in the United Nations or other international organizations is an advantage.
• Proficiency in computer skills, including Excel and the MS Office suite.
• Exceptional organizational skills and attention to detail, with the ability to effectively collaborate within a team in a fast-paced environment.
• Skills: Proficiency in effective planning and organization, strong oral and written communication skills, capability to manage multiple tasks in an orderly and punctual manner, and a keen eye for detail.
• Aptitude to cultivate and sustain positive working relationships within a multicultural and geographically dispersed team that collaborates across various functions.