Administrative and Finance Associate, Office of the Executive Director (OED), New York, G-6

UNDP•New York, NY

7h•Onsite

About The Position

The Administrative and Finance Associate supports the efficient day-to-day functioning of the Executive Office. UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies. In a world where fundamental human rights are at risk, we need principled and ethical staff who embody these international norms and standards and will defend them courageously and with full conviction. UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Requirements

Completed Secondary Level Education required.
Six years of relevant experience in administration, finance or office management.
Proficiency in current office software applications, web-based management and ERP financial systems.
Fluency in English required

Nice To Haves

First level university degree in Finance, Business, Public Administration or similar discipline desirable.
knowledge of another UN language is an asset.

Responsibilities

Enter, update and submit OED workplans in Quantum, based on the budget planning coordinated by the Operations and Budget Compliance Analyst , and act as first point of contact for OED staff on the transactional use of Quantum and the application of UNFPA financial rules and regulations
Process financial transactions for OED and its sub-offices in Quantum (requisitions, payment requests, expense claims and correcting entries), maintain complete supporting documentation, and provide accurate transactional data as input to the expenditure monitoring and financial reporting led by the Finance and Operations Analyst
Carry out transactional year-end closure actions, including the clearing of open commitments and reconciliation of outstanding items, as input to the year-end closure exercise and financial statements coordinated by the Operations and Budget Compliance Analyst
Manage the calendar of the Chief of Staff: schedule internal and external meetings, coordinate availability across senior officials' offices, resolve scheduling conflicts, and ensure adequate preparation time for daily commitments
Provide meeting support, including printing and assembling meeting documents and briefing packages, and uploading documents to relevant platforms as required
Undertake administrative arrangements for routine internal meetings of the Office of the Executive Director and its sub-offices, and provide transactional and on-site support (room bookings, catering requests, document preparation) for high-level events and missions whose operational coordination is led by the Operations and Budget Compliance Analyst
Raise purchase requisitions and process the receipt of goods and services in Quantum, in line with procurement plans coordinated by the Finance and Operations Analyst, and prepare administrative documentation for OED recruitment actions
Process travel transactions for the Chief of Staff (travel authorisations, expense claims, visas, UNLPs, DSA), complementing the mission and event coordination undertaken by the Finance and Operations Analyst
Ensure the availability of OED office supplies in coordination with FASB
Support the physical verification, tagging and disposal documentation of OED assets, feeding into the asset records maintained by the Finance and Operations Analyst, and coordinate office space allocation and seating arrangements
Reconcile leave records in Quantum; update OED staff leave e-files and adjust leave date discrepancies
Ascertain that all leave taken has been entered in Quantum; prepare a matrix indicating approved leave dates of OED staff
Prepare and track contracts and administrative files for consultants, interns and incoming personnel, complementing the ICT, systems access and equipment arrangements coordinated by the Finance and Operations Analyst
Back up colleagues and support the Executive Associate on ad-hoc requests
Liaise with DMS, the Travel Unit, FASB, and external service providers on transactional and administrative matters
Act as the OED focal point for finance and administration policy queries; maintain filing systems and ensure records management compliance.
Supporting the Executive Committee (EC) secretariat and meetings of the Executive Committee. This also includes maintaining a matrix of committee decisions keeping track of deadlines and actions to be taken.
Perform any other duties as assigned by the supervisor or the Chief of Staff