Administrative and Finance Assistant

National Post: Administrative and Finance Assistant, Patna, Bihar, India - G5

Job Title:   Administrative and Finance Assistant (1 position)

Level:   G-5

Duty Station: State Office, Patna, Bihar, India.  

Please note, the recommended candidates from the selection exercise may be placed on a roster for consideration on the same role at any of the other office locations of UNFPA India. 

Full/Part-time: Full-time 
Fixed Term/Temporary: Fixed-Term        
Rotational/Non-rotational: Non-rotational

Duration: One year (renewable)

The Position:

The Admin and Finance Assistant is located in each of the four UNFPA State Offices (in Bihar, MP, Odisha and Rajasthan) and supports the operations of the State office as an extension of the Operations Team and works under the technical guidance of the Operations team in the capital, New Delhi.  

You will report to the Operations Manager in the Delhi head office for all compliance, technical related matters, everyday issues and team interactions.

How you can make a difference:

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 who will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and 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.

Job Purpose:

The Administrative and Finance Assistant (AFA) provides support the State Office operations by performing a variety of standard financial and administrative processes, ensuring high quality and accuracy of work.

The AFA will be responsible for:

1. Provision of effective and efficient administrative and operational support services: 

• Provide administrative and logistic support for organization of workshops/ seminars/ meetings and other related activities. 
• Facilitate procurement of goods and services as per UNFPA guidelines.
• Perform the Quantum role of state Assets Focal Point for the office and keep up-to-date inventory list of 

office assets, in line with UNFPA Asset Management Policy.

• Coordinate office transport and provision of transportation services to office staff.
• Coordinate closely with the country office on all HR matters, including recruitment, hiring of consultants, leave monitoring, and issues relating to staff entitlements. 
• Implement IT policy and ensure smooth provision / upkeep / maintenance of I-related services & equipment.
• Liaise closely with UNICEF/UNDP for proper upkeep of the common UN premises.
• Facilitate the process of getting approval and PO for the vendors;
• Submit required document for creation of vendor IDs in Quantum system and keeps the vendor list updated.

2. Provision of Accurate Accounting and Financial Management Support: 

• Provide accounting and financial support to the State Office with focus on preparation/processing of all types of payments & vouchers (including settlement of Travel Expense Claims), PO vouchers.
• Ensure the timely submission of financial reports and adhere to the financial procedures.
• Analyse programme expenditures and share with program staff at regular intervals.
• Manage Petty cash of the office and ensure timely reconciliation and replenishment.
• Monitor expenditure ceiling of the state office and prepare analytical financial reports obtaining Quantum information to update implementation status.

3.  Provision of Effective Programme Management Support:

• Assist the programme team members in the provision of Technical Assistance and management of programme/projects.
• Assist in preparation of budget, grants, work plans and budget revision.
• Enter all financial transaction in Quantum such as PO and Non-PO vouchers; conduct physical inspection of good delivered before accepting receipt, and submit request for payment. 
• Extract financial reports from Quantum such as CDR, Cluster wise budget vs expenditure, individual work plan expenditures against allocations, etc., compile financial reports and submit to programme coordinator for review and decision-making, if applicable.
• Conduct spot checks and pre-audit audits at IP’s for State and National projects.  
• Facilitate conduct of audits, ensure final audits are conducted smoothly in a timely manner. 
• Ensure audit observations and recommendations to be sent to country office and IPs for follow up actions and compliance, and monitor progress made.  
• Ensure capacity building of Implementing Partners on UNFPA financial and accounting procedures.

Other:

Undertake other duties as assigned by the supervisor and other senior managers.  

Qualifications and Experience: 

• Completed Secondary Level Education required. 
• First level university degree in Finance, Accounting, Business or Public Administration or similar discipline desirable.

Knowledge and Experience:

• At least 5 years (with high school certificate)  or 2 years (with Bachelor degree) of progressively responsible experience in accounting, administrative services, and/or procurement in a public or private sector environment.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
• Proficiency in current office software applications and corporate IT systems and mastery of a series of financial software is desirable.
• Previous experience in the UN is an asset.
• Good knowledge of ERP system such as Quantum, Oracle, SAP or other system is an asset.

Languages:  

• Fluency in oral and written English is required.  Working knowledge of one or more of the Indian official languages is desirable; knowledge of other UN languages is an asset.

Values:

• Exemplifying integrity.
• Demonstrating commitment to UNFPA and UN system.
• Embracing cultural diversity.
• Embracing change.

Core Competencies:

• Achieve results.
• Being accountable.
• Developing and applying professional expertise/business acumen.
• Thinking analytically and strategically.
• Working in teams/managing ourselves and our relationships.
• Communicating for impact.

Functional Competencies:

• Implementing management systems.
• Business acumen and ability to multi-task and balance competing priorities.
• Innovation and marketing of new approaches.
• Pro-activeness and client orientation.
• Organizational awareness.
• Job knowledge/technical expertise.

Compensation and Benefits: 

This position is pegged at G5-Step 1, offers an attractive remuneration package including a competitive net salary of INR 12,63,911 per annum plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.