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

Job Title

Administrative and Finance Associate

Job Description

NOTE: This is a local position based in New York, USA. Candidates must possess one of the following at the time of their application:

A valid G-4 visa acquired through employment within the UN system, United States citizenship, or valid United States permanent residency.

The Position:

Under the supervision of the Strategic Policy Specialist and in close collaboration with the Finance and Operations Analyst and the Executive Associate, the Administrative and Finance Associate supports the efficient day-to-day functioning of the Executive Office.

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 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

Job Purpose:

As Administrative and Finance Associate, you will play a vital role in ensuring the smooth functioning of the Office of the Executive Director. You will ensure confidentiality, maintenance of protocol and administrative and finance procedures, as well as management of information flow and follow-up on deadlines and commitments made. You will provide various administrative, financial and logistical services and liaise with internal and external stakeholders.

You would be responsible for:

A. Financial management support

• 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

B. Administrative and logistical support

• 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

C. Human resources and leave administration

• 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

D. Coordination and front-office backup

• 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.

E. Other

• Perform any other duties as assigned by the supervisor or the Chief of Staff

Qualifications and Experience:

Education:

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

Knowledge and Experience:

• Six years of relevant experience in administration, finance or office management.
• Proficiency in current office software applications, web-based management and ERP financial systems.

Languages:

• Fluency in English required; knowledge of another UN language is an asset.

Required Competencies:

Values:

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

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Providing logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and work flow
• Planning, organising and multitasking
• Supporting financial data analysis

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. 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