The Administration and Management Associate will operate as part of the
Operatio...
The Administration and Management Associate will operate as part of the
Operations and Governance team and specifically under the supervision and
guidance of the Chief Administrative Officer, performing tasks including but
not limited to the following functional areas: (i) financial management and
accounting; (ii) procurement; (iii) treasury management; (iv) logistics and
asset management; and (v) monitoring and reporting.
Process and
policy development. The
Administration and Management Associate will support the Chief Administrative Officer in improving,
implementing, managing, and monitoring processes, guidelines and regulatory
frameworks appropriate to the SEforALL organizational form and mission and in
line with internationally recognized administration and management standards.
Financial management and accounting;
- Making postings to the general ledger, performing
periodic reconciliations, reviewing reports and correcting identified
mis-postings. Monitoring accounts
payable and receivable.
Procurement:
- Implements all day to day activities necessary to
ensure that SEforALL procures goods and services swiftly, effectively and
efficiently, and in accordance with the regulatory framework governing the
utilization of the funds.
- Supports SEforALL teams in ensuring that contracts
are drawn up in accordance with standards and formats of the regulatory framework
governing the utilization of funds; and that procedures are in place to ensure
proper contract administration, monitoring and control.
- Processes service requests in a timely and
effective manner, and works with administrative counterparts in partner
agencies (e.g. UNOPS and UNF) on the timely processing, reviewing and approving
the award of contracts.
- Keeping records of incoming invoices and ensuring
that invoices are paid within appropriate timelines. Providing assistance in quality control for all
received payment requests: documentation is complete and all information
concerning the payment has been provided, certification of services
rendered/goods delivered and invoices duly approved; payments to the vendors
are in compliance with terms and conditions of an agreement.
Treasury management:
- Monitoring bank accounts, credit cards and petty
cash in accordance with guidelines.
- Performing periodic reconciliations and
replenishment requests. Resolving
identified issues.
- Assisting with cash flow forecasting.
Logistics and
Asset Management:
- Implements all day to day activities necessary for
effective and efficient asset control: Recording of assets, updating of
records, verification, write-off and disposing of obsolete equipment.
- Works with counterparts in implementing all day to
day steps relating to renting, refurbishing, occupying or using premises. Reviews regularly related building
management policies and standards, reporting on compliance and opportunities
for improvements.
- Manages a cost-effective insurance coverage against
all identified risks.
Monitoring and Reporting:
- Proposes, designs and delivers reports on a wide
range of topics, across the entire spectrum of organizational, administrative
and operational management, proposes and delivers on regular reporting
schedules, solicits feedback on reports delivered and highlights issues that
emerge from reports that would require attention.
General
Administrative Activities:
As part of the Operations and Governance team, the Administration and
Management Associate will take on a variety of other roles, in complementing and
supporting colleagues as necessary.
The Administration and Management Associate often engages directly with
the SEforALL senior management team, and with counterparts in partner
organizations, in particular in Vienna, such as UNOPS, UNF, and other agencies
and organizations.