Administrative and Finance Associate

Background

The United Nations Entity for Gender Equality and the Empowerment of Women (UN Women), grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the supervision of the Director of the Brussels Liaison Office, the Administrative and Finance Associate supports the Brussels Liaison Office operations by performing a variety of standard administrative and financial processes ensuring high quality and accuracy of work. The Associate promotes a client, quality and results-oriented approach. The Associate ensures consistent service delivery and works in close cooperation with the entire Brussels team and the relevant HQ offices. The Associate will also be expected to provide similar administrative and financial management back-up support to the Nordic Office as needed.

Duties and Responsibilities

Provide administrative and logistical support to the management of the Brussels Office

Provide administrative support in the preparation of workplans and budgets;
Engage on UN House management activities and review budget proposals and provide administrative support to premises management and common services;
Review incoming correspondence, draft memos and other correspondence as required, arrange appointments and meetings and ensure timely response to all appointment requests;
Identify matters that should be brought to the immediate attention of the Head of Office or which may be appropriately referred to the other personnel;
Prepare briefing materials for Brussels Office personnel for appointments, meetings, missions.
Draft minutes in meetings, as delegated;
Assemble briefing materials and other presentations, in collaboration with the Brussels team;
Organize and coordinate filing of documents while ensuring safekeeping of confidential materials, as necessary;
Assume overall responsibility for attendance and leave management monitoring;
Provide support in personnel administration as appropriate, including renewal of UNLPs, visas, extension of contracts, administration of home leave entitlements;
Organize shipments, customs clearance arrangements;
Maintain contact data-base and update it regularly;
Arrange travel and prepare travel authorizations, process requests for visas and DSA, identity cards and other documents;
Update the Business Continuity Plan, in consultation with the Head of the Office;
Prepare regional updates for country offices.

Provide administrative support to the financial management and procurement activities of the Brussels Office

Prepare budget revisions, revise project awards and status, and determine unutilized funds.
Provide administrative support in monitoring and preparation of the office budget;
Create requisitions in the ERP;
Process micro-purchase procurement requests;
Provide administrative, procurement and financial support in organizing meetings, workshops, events and missions;
Arrange the logistics of meetings, including booking conference rooms, arranging catering and facilitating building access for meetings participants;
Process contracts and payments to vendors and provide relevant documentation in close consultation with the HQ Finance team;
Act as asset focal point for the office, ensure proper control of assets through implementation of the inventory and physical verification controls, maintain the record in close consultation with the HQ Asset Management team;
Make travel arrangements for the team, including travel requisitions and claims;
Perform a Buyer role in the ERP system (Quantum) for preparation of POs for travel and settlement of travel claims and other administrative expenses
Monitor and maintain office stationery supplies;
Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
Organize procurement activities and processes, including preparation and conduct of Request for Quotations, invitations to bid or Requests for proposals;
Prepare purchase orders and contracts in the ERP system;
Manage and monitor the petty cash;
Monitor expenditures; make budget revisions and revisions of project award and project status; identify under-utilized funds;
Assist in the preparation of budget
Provide administrative and coordination support to reach out to Brussels Office’s partners and within the UN House;
Assist with coordination of events and visibility material as part of partnership development.

Provide administrative human resources support to the Brussels Office

Prepare required documentation for staff including entries of the newcomers on the staff check-in system;
Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
Facilitate, in coordination with the Head of Office, staffing requirements in compliance with financial, human resources and procurement guidelines. Maintenance of the supervisor’s contacts, arrangement of appointments and meetings.

Perform other duties as required

Key Performance Indicators:

Timely and accurate administrative and logistical support to events, workshops and missions;
Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
Quality maintenance and organization of internal systems and files;
Quality and timely support to Brussels and Nordic Office teams;
Quality organization of files; timely routing of documents;
Perform duties in a transparent and cost effective manner;
Timely and quality procurement services;
Regular collaboration, coordination and teamwork with colleagues at HQ.

Competencies

Core Values:

Respect for Diversity;
Integrity;
Professionalism.

Core Competencies:

Accountability;
Creative Problem Solving;
Effective Communication;
Inclusive Collaboration;
Stakeholder Engagement;
Leading by Example.

Functional Competencies:

Ability to administer and execute administrative and financial processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Strong knowledge of administrative rules and regulations;
Strong IT and web-based management skills;
Ability to extract and interpret data;
Strong oral and written communications skills.

Required Skills and Experience

Education:

Completion of secondary education is required.
Successful completion of UN Women Accounting and Finance Test is required.
Specialized national or international certification in accounting and finance is an asset.
Bachelor's degree in Finance, Accounting is an asset.

Experience:

At least 6 years of progressively responsible experience in administrative or financial support;
Experience in working in a computer environment using multiple office software packages (MS Word, Excel and others);
Experience in working with the United Nations is an asset;
Experience in supporting a team is an asset;
Experience working on gender equality issues is an asset;

Languages:

Fluency in English and good working knowledge of French is required.