Administrative & Finance Assistant

UN Children's Fund, New Delhi, India

Skill Required:, Finance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
1st August, 2019

Job Description

UNICEF works in 190 countries and territories to protect the rights of every child, everywhere, every day, to build a better world for everyone. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world. And we never give up!

For Every Child, AN ADVOCATE:

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfil their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference?

If you are a committed, creative professional and are passionate about making a lasting difference for children in the world's thereby ensuring a better future for every child, this is the chance to make a difference. Under the close supervision and guidance of the supervisor, the Administrative & Finance Assistant (AFA) is responsible for executing a broad variety of standardized administrative and financial tasks for the office following the administrative and financial procedures, processes and policies. AFA handles the critical tasks of invoice and travel claim processing, ticketing, vehicle management and provides other administrative support.

Major duties and responsibilities:

  • Travel: Process travel claims of staff members in line with the established Standard Operation Procedure (SOP) for travel. Booking of Air-ticket and Train Ticket as per approved Travel Authorization (TA) and liaisons with the Travel Agent for Management Information System (MIS) and Invoices. Facilitate road travels by booking taxi and allocating office vehicles.
  • Invoice Processing: Review invoices from vendors, partners, contractors to certify financial accuracy in cost calculations in adherence to UNICEF rules and regulations and established SOP’s. Upload Invoices in Service Gateway for processing.
  • Support to Financial Control: Ensure complete documentation while uploading Invoices. Manages Petty cash transactions with due- diligence.
  • Contracting of consultants and service providers: Maintain up to date list of Long Term Agreement (LTA) vendors and facilitate the processing of contracts.
  • Events and Conferences: Facilitate organization of office meetings and events through booking of hotels and arrangement of required logistics.
  • General Administrative Duties: Provide support to Operations officer in managements of office premises, assets, stores, supplies and maintenance of office equipment including Annual Maintenance Contracts (AMCs).


  • Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
  • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
  • Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel
  • Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

Invoice Processing:

  • Responsible for collecting invoices and filing documents for approval and, thereafter uploading in Service Gate way.
  • Upload electronic files and verify results to destination system.
  • Respond to client transaction status and other inquiries.

Support to Financial Control:

  • Maintain unit/work plans and budgets as well as off line financial status reports for Unit work plans.
  • Monitor and advise budget owners on financial status of projects and potential over-expenditures and recommend possibilities for reallocation to ensure the optimum use available funds.
  • Review and process documents in Service Gateway for utility payments, supplies, PO, advances and other payments. Check the requests have the necessary supporting documents, usually the original document, validity of the charge, they are certified by the staff responsible and are coded correctly. File the transactions and the related supporting documents regularly and share copies with relevant sections as required.
  • Process budget revisions of Unit projects for approval of the Chief.
  • Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required.
  • Manage Petty Cash Transaction and Cash Receipt effectively.
  • Provide relevant information for the response to audits.

Contracting of consultants and service providers:

  • Facilitates the processing of contracts for vendors that provides service to the section.
  • Keeps up-to-date list of vendors and LTA holders.
  • Arrange for the purchase and timely distribution of office supplies.

Events and Conferences:

  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Liaises with budget focal points and section over costs and needs.
  • Prepares and maintains agendas on meeting and events related to the work group commitments.

General Administrative Duties:

  • Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.
  • Looks after the maintenance of the office Premises.
  • Support on Property Survey Board(PSB) actions for the office.


  • Education: Completion of secondary education, preferably supplemented by technical or university courses in the fields of administrative management, finance or accounting.
  • Experience: A minimum of 5 (five) years of progressively responsible administrative or clerical work experience is required.
  • Language Requirements: Fluency in English and local language of the duty station is an advantage.


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