Administrative Assistant
6 months ago
**Description**:
**Functional Responsibilities**:
- Under the guidance and direct supervision of the UN Web Buy Team Manager with a secondary reporting line to the BSSC Finance Team Lead, the Administrative Assistant will provide support to the UN Web Buy team assisting the case officers and Catalogue manager in UN Web Buy related tasks. He/she will also assist BSSC in Finance team in performing UN Web Buy related tasks.
**UN Web Buy related tasks**:
- Monitor payment inbox. Follow up with supplier´s payments and inform case officer / country offices + Provide Proof of Payment to supplier/FF when requested
- Monitor AR file and raise the proforma invoices in oU (oneUNOPS system) for Advance paying clients
- Process vendor information modifications
- Check completeness of supplier documents submitted for payment in Web Buy
- Support case officers for supplier prepayments upon receipt of instructions
- Assist the catalogue manager on specific tasks
- Assist case officers in refunds
- Assist in claim cases - follow up with Insurance company and check the AR for claim refunds
- Assist case officers upon receipt of instructions with amendment of Final UNOPS invoices (split by supplier for waiver purposes) and any other admin tasks performed to support the UN Web Buy team
**BSSC tasks**
- Send invoices received in the UN Web Buy Plus platform to the client for payment;
- Raise the invoice on the centralized receivable tool for advance and deferred paying client
- Follow up on Client payments and inform case officers for their action in case of delay
- Create requests for payment (RFP) for UN Web buy vendors
- Make the adjustment or refund request based on the reconciliation report
- Run reports and share them with the supervisor for reconciliation of Insurance (Willis) and payment settlement
**Education**:
- Secondary education or high school diploma is required.
- Relevant first university degree (bachelor’s or equivalent) or higher in Accounting, Commerce, Business Administration/ Management or related specialization is preferred and may substitute some of the required years of experience.
- Relevant certification in financial management or accounting is a distinct advantage.
**Experience**:
- Minimum of four (4) years of relevant working experience within the areas of finance, accounting, business administration, or related field in combination with a high school diploma is required.
- Some professional experience within the areas of audit, finance, accounting, business administration, or related fields is desirable.
- Experience in financial analysis and/or reporting is an asset.
- Experience in budget preparation and/or budget validation is an asset.
- Proficiency in data processing using MS Excel/Google Sheets is a critical success factor.
**Language**:
- Fluency (full working knowledge) in English is required.
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