Administrative Assistant

Administrative Assistant

 United Nations Population Fund

 New York, United States of America

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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 that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The purpose of this job is to provide coordination support to two key projects of the Population and Development Branch and support the team with the delivery of these projects ensuring these projects remain within the timeline and budget imparted.

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You would be responsible for:

  • Provide coordination support to ongoing collaborations on Common Operational Datasets on Population Statistics (with OCHA, UNHCR, IOM and selected academic partners) for the Humanitarian Data Project, including regular workshops, monthly technical meetings, and other capacity development and collaborative activities;
  • Provide coordination support to ongoing collaborations with UN-Habitat, UNICEF and the the European Commission for the DEGURBA Project, including webinars, regular workshops and other capacity development activities;
  • Conduct regular (monthly/quarterly) monitoring of expenditures on the European Commission (EC) funded DEGURBA project to ensure their compliance with the EC eligibility criteria for costs;
  • Prepare good quality and timely annual/interim/final financial reports for the EC funded DEGBURA project, which adhere to EC reporting requirements;
  • Prepare budget modifications and bridge-financing requests for the EC funded DEGURBA
  • project when needed;
  • Ensure filing of proper supporting documentation for incurred transactions under the EC
  • funded DEGURBA project;
  • Ensure compliance with the applicable General Conditions of the EU Contribution
  • Agreement during implementation of the EC funded DEGURBA project
  • Liaise with UNFPA Brussels Office on the financial management and reporting of the EC
  • funded DEGURBA project;
  • Provide logistical, administrative, operational and financial support and follow-up for
  • substantive work in the area of Common Operational Datasets on Population Statistics and
  • Degree of Urbanization;
  • Facilitate collaborations with key partners via set-up and monitoring of UN2UN agreements
  • and implementing partner agreements;
  • Manage regular narrative reporting as well as biannual and final narrative reports and
  • ad-hoc financial reports, laising as necessary with the other departments within UNFPA,
  • such as Resource Mobilization Branch (RMB) and Finance Branch, to ensure all reports are
  • prepared according to the agreed schedule and requirements;
  • Prepare travel authorizations and make travel arrangements for all UNFPA Humanitarian
  • Data and DEGURBA project staff and surge roster short-term missions;
  • Manage the two project teams’ calendar and schedule of appointments;
  • Draft, for approval, amendments to project agreements, work plans, financial and technical
  • reports, disbursement requests, and other contractual aspects of the two projects with
  • global programme implementing partners;
  • Prepare documentation for the recruitment of consultants and other project staff and
  • support the financial management of the consultancies;
  • Review incoming correspondence, collect and prepare necessary information for drafts of
  • responses and action for the Humanitarian Data and DEGURBA projects;
  • Provide support to media and communication components of the Humanitarian Data and
  • DEGURBA projects including social media, brochures, short videos, etc.; Prepare powerpoint
  • and other presentations, including computer generated visuals such as graphs;
  • Handle all mailings including bulk mailings of publications and finalize responses to
  • accompany publications;
  • Maintain digital filing and archiving systems, including project files such as project progress
  • reports, work plans, budgets for the Humanitarian Data and DEGURBA projects;
  • Ensure the projects remain in compliance with the donor(s) and UNFPA guidelines;
  • Prepare requisition requests with input from project supervisors, Branch Chief and officers,
  • monitor project expenses including for project partners;
  • Carry out any other duties as may be required by supervising officers and the Branch Chief.
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Qualifications and Experience: 

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  • As a minimum, completion of secondary school with additional training/studies in accounting
  • and finance or business administration or public administration. A first degree would be an
  • advantage with training in areas of finance and administration.

Knowledge and Experience:

  • 5 years previous experience in finance and administration;
  • Demonstrable experience in project management;
  • Experience in research assistance is an asset;
  • Previous experience in the UN an advantage;
  • Strong interpersonal and organizational skills; Computer literacy – Word, Excel,
  • Power-point, etc.;
  • Good knowledge of enterprise resource planning systems, such as Atlas, Quantum, etc;
  • Excellent writing and communication skills;


  • Fluency in English is required. Working knowledge of French is desirable.