Temporary Appointment

TEMPORARY APPOINTMENT- Finance/Admin

17 May 2019

UNFPA Mongolia CO

Admin/Finance Assistant

Job title:

Admin/Finance Assistant

Level:

GS-5

Position Number:

00008713

Location:

Ulaanbaatar, Mongolia

Full/Part time:

Full-Time

Fixed term/Temporary:

Temporary Appointment

Rotational/Non-Rotational:

Non-Rotational

Duration:

153 days

 

The Position:

The Administrative Assistant is responsible for providing administrative and logistical support services to the country office staff and counterparts ensuring high quality, accuracy and consistency of work. 

You will work in close collaboration with members of the operations unit to provide organizational functions of the office in terms of: providing effective communications support to the office; ensure facilitation of knowledge building and management and logistical support.You will report to the Operations Analyst.

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 new strategic plan (2018-2021), 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.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

You will be responsible for delivering quality administrative and logistical support services to the Country Office staff, mastering all relevant administrative rules, guidelines and processes, and applying established systems and procedures. You will be expected to demonstrate strong client and results orientation in service of the country programme.
You would be responsible for:

  • Acts as custodian of non-expendable equipment under Country Office custody, maintains assets ledgers/records and lists of assets per location,
  • Tracks physical and lateral movements of assets, checks and renews UNFPA tags as appropriate,
  • Conducts annual physical inventory, documents findings and follows up as appropriate, submits annual inventory certification letter to HQ,
  • Initiates proposals on asset disposals and prepares case reports for UNFPA Representative’s action (alternate – Operations Analyst) for cases below $5,000 or CAP review for cases above $5,000,
  • Follows up on cases of loss, damage, discrepancy and theft regarding UNFPA property in custody of Country Office, communicates with local authorities if needed and prepares case reports and other relevant documents,
  • Liaises with implementing partners on submission of annual non-expendable property reports (Form C) and verifies on quarterly basis that all acquired assets are recorded in property reports,
  • Completes asset part of quarterly financial review on quarterly basis within set deadlines,
  • Maintains vehicle history reports, monitors utilization of office vehicles, coordinating drivers on transportation requests, checking daily logs and up-keeping records on fuel consumption,
  • Calculates and keeps track over drivers’ overtime on a weekly basis,
  • Calculates staff overtime on a monthly basis,
  • Corresponds with Ministry of Foreign Affairs and Traffic Inspection Authority for registering vehicles, obtaining plates, and arranges for insurance and annual vehicle inspections,
  • Makes travel arrangements for UNFPA staff and counterparts in meetings/conferences/workshop funded by UNFPA, co-ordinates with the concerned staff to fill in form F10 and finalize travel settlements, maintains annual international travel reports,
  • Makes field trip arrangements and co-ordinates with the concerned staff to complete required travel requests and security forms, informs Field Security Officer on field trip details, maintains annual local travel reports,
  • Provides logistical support in UNFPA-organized events,
  • Calculates and submits requests for reimbursement of personal calls made by office land line, cell and satellite phones, and office fax,
  • Acts as focal point for Common Service requests and acts as Performance Review Group member in evaluation and recruitment of Common Service staff,
  • Maintains administrative files and records,
  • Drafts routine correspondence related to financial and administrative matters for the signatures of UNFPA Representative and Operations Manager,
  • Assists in the management of the country office institutional budget and programme coordination and assistance budget by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the office.
  • Ensures the effective recording and reporting system, internal control and audit follow-up and processes administrative and financial transactions in an accurate and timely way,
  • Undertakes others administrative and financial tasks as required,
  • Upon selection of the vendors, updates/enters vendor information in UNFPA Vendor Management Portal (CalibriOne) and VendorBT database,
  • Performs petty cash purchases,
  • Review and finalize requisitions and purchase orders in Atlas on monthly basis,
  • Undertakes others administrative and financial tasks as required.

Qualifications and Experience:

Education: 

  • High School Education, a Diploma or Bachelor’s Degree in Business Administration or related field is an asset

 

Knowledge and Experience:

  • At least 5 years of relevant experience in experience in Admin, thorough knowledge of modern office procedures or general office management is required.
  • Experience with UN Agencies is an asset
  • Proficiency in current office software applications and corporate IT systems.

 

Languages:

Fluency in English and Mongolian.

Required Competencies:

Values:

  • Exemplifying integrity,
  • Demonstrating commitment to UNFPA and the UN system,
  • Embracing cultural diversity,
  • Embracing change

Functional Competencies:

  • Providing logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and work flow
  • Planning, organising and multitasking
  • Supporting financial data analysis

Core Competencies:

  • Achieving results,
  • Being accountable,
  • Developing and applying professional expertise/business acumen,
  • Thinking analytically and strategically,
  • Working in teams/managing ourselves and our relationships,
  • Communicating for impact
  •  

 

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary, health insurance and other benefits as applicable.

Disclaimer:

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment. 

 

Division Director’s Name & Signature

 

Kaori Ishikawa, Head of Office

 

 

25 April 2019

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