The Administrative Assistant (Procurement and Finance), provides a range of administrative and financial support to the efficient implementation of a broad range of administrative, procurement, and financial functions, ensuring accurate and timely delivery while promoting a client-based, quality, and results-oriented approach to the unit and ensuring compliance with UNICEF Financial Rules and Regulations as well as Policies and Procedures. The
Administrative and Finance Assistant works closely with other members of the Operations Team and program assistants within the office.
Key functions, accountabilities and related duties/tasks:
30% Supports the work related to procurement including in the preparation of office procurement plan. Reviews, records and prioritizes purchasing requests and obtains information/ documentation as required. Provides assistance to requisitioners in preparing scope of work and specifications of goods and services.
In coordination with the supervisor, prepares tender documents, based on the nature of the requirements and cost of procurement involved; manage the dedicated Florence procurement mailbox and assist in bid opening and participate in bid tabulation /comparison through to award recommendation; Act as Focal Point for VERA (Vendor Evaluation Request Application) and prepare eCRC submissions for institutional contracts as needed.
Acts as Procurement Focal Person for supplies and ensure compliance and application of procurement Policies and Procedures.
Provides support in creating Long Term Arrangements for recurrent services. Issue PO/Contracts to institutional vendors and Suppliers for approval and signature. Prepares Purchase Requisitions, monitor PRs and POs implementation and follow up for Operations contracts. Undertakes, when necessary, market research to identify potential suppliers. Maintains relevant internal database and records and keep track of contractual agreements.
25% Processes accounting and financial transactions and act upon payment-related functions in VISION, SAP and Service Gateway systems. Reviews invoices from vendors, contractors, and consultants. Checks cost calculations, financial accuracy, completeness of documentation and adherence to UNICEF Rules and Regulations. Communicates discrepancies to supervisors. Acts as the Local Focal Point (LFP) for Finance and Master Data Management (MDM) vis a vis the Global Shared Services Centre (GSSC). Enters cases in “Service
Gateway”, scan all relevant financial records according to instructions and follow through with payment processes for finalization.
Produces Cash receipts in VISION as required. Assists in the periodic financial closure activities including the review of GL accounts
and undertake corrective actions when necessary. Responsible for filing and retrieval of Operations documents and ensuring safekeeping of financial records. Acts as Focal Point for EFAAT (Environmental Footprint & Accessibility Assessment Tool).
10% Maintains contact with local bank, monitor bank statements and keep an overview of transactions. Clarifies questions pertaining to office bank accounts. Monitors and reconciles bank charges.
15% Supports the travel function; assists in the issuance of Travel authorizations / air tickets / payment of travel advances/entitlements, in compliance with UNICEF travel policy. Processes travel claims and monitor travel expenses as required. Acts as back up for the Administrative Assistant (Travel)
10% Supports the management of office assets. Performs day to day tracking and management of physical assets and ensure accuracy of information on AMR in Vision. Assists with required physical asset verification and inventory exercise. Supports and assists in the execution of property surveys board recommendations as approved by the head of office. Performs Vision / mAsset transactions related to asset maintenance and management
10% Acts as OIC for the Senior Finance and Administrative Associate and provides backup support in other administrative areas covered by the Operations team, as assigned by the supervisor
Completion of secondary education preferably supplemented by technical or university courses related to business administration, procurement and financial management, or related field is an asset.
A minimum of 5 years of solid work experience in provision of administrative/ procurement and financial support services is required.
Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint), and Intranet/Internet is required.
Experience in Data Entry and use of SAP/Vision Desired:
Knowledge of procedures in the context of UN or international corporate bodies
Understanding of principles and standards of accountability and sound application of financial rules and regulations
Knowledge of UNICEF policies is considered an asset
Fluency in English (verbal and written) and Italian (verbal and written) is required. Knowledge of an additional UN Language is considered an asset.