Job Purpose:

The Administrative Assistant maintains collaborative relationships with all programme and operations staff at the CO. Internal contacts include UNFPA Country Director, Head of Office and Administrative Associate.

Major Activities/Expected Results:

• Provide administrative support to the programme team in the preparation of various programme documents, such as, reports, work plans, budgets and proposals on programme and projects implementation arrangements;
• Drafts/produces various documents to help with management monitoring and evaluation of projects-programmes, (e.g. summary table of AWPs, summary table of overall programmatic expenditures, determination of unutilized funds, drafts/compiles funding gaps matrix for the CO and keeps it updated, etc.);
• Checking eFACE and the other programme/Project related finance reports;
• Support maintaining of electronic and hard copy records (programmatic and financial) including monitoring google drive;
• Support to organization of advocacy and other events: undertake logistical administrative and financial arrangements, in consultation with the office, for meetings and workshops;
• Performance of a several roles in ERP (Quantum);
• Supports organization of procurement processes including receipt of quotations, bids or proposals;
• Assist in preparation of Vendor/Supplier form and support their registration in the system and maintain vendors for UNFPA Serbia CO;
• Supports the recruitment of consultants, budget drafting and processes documentation for recruiting consultants in accordance with recruiting rules and regulations;
• In case of absence of the Administrative Associate acts as back-up covering minimum required functions;
• Assists in the preparation of project proposals and support in drafting Terms of Reference for programmes/projects design;
• Support in making work plan/budget revisions;
• Provides logistical support to programme activities (project missions, study tours, trainings, conferences and workshops) including travel arrangements, accommodation, collecting supporting documents and organizing the venue;
• Be familiar with IPs projects’ budget to support operation team in determination of unutilized funds, operational and financial closure of the projects;
• Participation in the trainings for the operations staff;
• Contributions to knowledge networks and communities of practice;
• Assists the Administrative Associate in the organization and coordination of all existing and future programme/project activities.
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Qualifications and Experience

Education:  

• Completed Secondary Level Education required. First level university degree desirable.
   

Knowledge and Experience: 

• Professional level with a minimum of five years of experience in project assistance, administration, finance or office management;
• Work experience within the UN system is an asset;
• Work experience in administrative support of development programme/project is an advantage;
• Work experience with ERP used in the UN system (Atlas, Quantum…) is an advantage;
• Proficiency in MS Office (MS Word, Excel and Outlook) software applications. Knowledge of financial and web management programmes would be an asset.

Languages: 

Fluency in English and the local language is required.

Find more info at the link.