Admin/Finance Assistant

U (unclassified)

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate Type

UNOPS LICA4

Target Start Date

2023-11-01

Job Posting End Date

December 20, 2023

Terms of Reference

• General Background

(Brief description of the national, sector-specific or other relevant context in which the individual contractor will operate)

The current LICA 4 PSP Assistant roles under the Admin team of Private Sector Partnerships (PSP) in Hong Kong was approved in 2013 and it has been in service since. However, as PSP Hong Kong continues to grow into a more diversified fundraising programme, it calls for stronger support on the finance side to produce timely financial reports for programme managers to monitor their respective budgets and make timely decisions on investments. The overall support for procurement to payment cycle also needs to be strengthened. At the same time, the Admin/Finance Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit as a whole to ensure that routine services and activities within the administrative domain are properly implemented.

• Purpose and Scope of Assignment

(Concise and detailed description of activities, tasks and responsibilities to be undertaken, including expected travel, if applicable)

• Assist to prepare the Financial transactions are processed in line with relevant policies and procedures.
• Assist to prepare the budget and accounting data by checking files, calculating expenditure and estimating projections.
• Assist to issue PO and non-PO vouchers including monthly salaries of UNHCR staff, daily subsistence allowance to staff going on official missions, cost of air-tickets, requisitions of goods and services based on agreements with the suppliers, office running common cost, rental and salary advances, lease agreements of UNHCR offices, etc.
• Assist to prepare the payment request memo for procurement and service payments.
• Assist the supervisor to monitor and record expenditure/disbursement of funds.
• Assist to process on-line bank transfers ensuring that bank accounts of staff and suppliers are complete.
• Assist colleagues to prepare and drafting of procurement documents, including making quotations (RFQ) and invitation for tender (RFP); Assist to follow-up of relevant procedures and correspondence;
• Assist to prepare and maintain efficient and timely archiving system of physical and electronic files to ensure that all documents are accounted for.
• Assist the management of petty cash flow
• Assist to arrange appointments/meetings both internal and external.
• Assist to organize the receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system.
• Support to facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation.
• Assist to maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
• Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.
• Assist to monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
• Perform other related duties as required.
• Monitoring and Progress Controls

(Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring)

• Supervision by Senior Administrative Associate (PSP)
• Weekly work brief report to Senior Administrative Associate (PSP)
• Qualifications and Experience

(List the required education, work experience, expertise and competencies of the individual contractor. The listed education and experience should correspond with the level at which the contract is offered.)

• Education (Level and area of required and/or preferred education)
• Completion of secondary education; Bachelor degree is desirable in Finance; Business Administration; Accounting or a related field.
• Work Experience

(List number of years and area of required work experience. Clearly distinguish between required experience and experience which could be an asset.)

• Minimum 1 year of relevant working experience, preferable in international organisations or companies for High School diploma and no experience required for Bachelor’s degree or higher in Finance, Accounting, Business Administration,
• Proven track record for administration and finance duties.
• Experience in handling office administration and procurement
• Key Competencies

(Technical knowledge, skills, managerial competencies or other personal competencies relevant to the performance of the assignment. Clearly distinguish between required and desired competencies)

• Proficiency in MS Office including MS Word, Excel, Powerpoint and Outlook.
• Strong communication and interpersonal skills
• Able to work independently and under pressure
• Attention to details, high accuracy and result oriented
• Proficiency in written and spoken Chinese (Cantonese and Putonghua) and English.
• Good knowledge of UNHCR Admin and Financial rules, procedures and processes will be an asset.
• Knowledge of MSRP PeopleSoft application or similar software.

Only shortlisted candidates will be notified and invited for the interview and written test.

Standard Job Description

Required Languages

Cantonese

,

Chinese

,

English

Desired Languages

,

,

Skills

Additional Qualifications

Education

Bachelor of Arts (BA): Accounting (Required), Bachelor of Arts (BA): Finance (Required), High School (Required)

Certifications

Work Experience

Other Information

N/AThe English version is considered original and authoritative, translation to other language(s) serve the purpose of advertisement of local positions where applicable but are not considered as official translationsN/AThis position doesn’t require a functional clearance