Administrative & Finance Assistant

UN Atlas; Berlin; Hybrid; EUR 42,000 - 56,000; Full time

Job summary

The United Nations Development Programme (UNDP) Representation Office in Berlin seeks an Administrative and Finance Assistant to provide essential operational support. The role focuses on financial administration, procurement processes, and general office tasks, reporting to the Director and coordinating with Bonn-based operations teams.

Responsibilities include managing the Director's schedule, travel, meetings, HR support for consultants, filing, budget oversight, and procurement activities.

Qualifications

• Experience with MS Word and Excel, and familiarity with procurement systems.
• Proven ability in project management, procurement, and finance.
• Knowledge of contract management, accounting principles, and records management.

Responsibilities

• Provide administrative support to the UNDP Representation Office in Berlin.
• Manage the Director's schedule, travel, meetings, and workshops.
• Support consultant recruitment and vendor setup.
• Maintain filing systems and staff leave plans.
• Oversee office budgets, monitor expenditures, and prepare expenditure reports.
• Assist with budget performance reporting and year-end closing processes.
• Support procurement activities, including supplier contracts and registrations.
• Ensure compliance with UNDP guidelines and procurement procedures.

Skills

MS Word

MS Excel

Procurement systems

Project management

Procurement

Finance

Contract management

General accounting

Customer satisfaction

System thinking

Records management

Event management

Judgment

Multi-cultural settings

Quantum

Tools

Quantum

Job description

Work arrangement Remote / Home-based

Organizational Context

The United Nations Development Programme (UNDP) is a global leader in international development, working in approximately 170 countries to improve lives and protect the planet. The Bureau for Advocacy and External Relations (BERA) shapes strategic relationships and public narratives. This role supports the UNDP Representation Office in Berlin, Germany, which is crucial for managing relations with German stakeholders and fostering development partnerships.

Job Purpose

The Administrative and Finance Assistant provides essential operational support to the UNDP Representation Office in Berlin, Germany, under the direct supervision of the Director. This role is critical for ensuring the efficient management of office operations, with a specific focus on financial administration, procurement processes, and general administrative tasks. The incumbent will contribute to integrated ways of working within a distributed organizational model, collaborating with the BERA operations support in Bonn to ensure seamless service delivery across global locations. The position aims to facilitate the smooth functioning of the office and support the achievement of UNDP's strategic objectives in Germany.

Responsibilities

Provide comprehensive administrative support, including managing the Director's schedule, coordinating travel arrangements, and organizing meetings and workshops. Offer human resources support for consultant recruitment and vendor setup. Maintain effective filing systems, manage staff leave plans, and oversee office inventory and asset records. Manage budgets, monitor expenditures, and reconcile financial data, generating and analyzing expenditure reports. Support budget performance reporting and assist with budget/project award revisions, including creating requisitions and receipts. Prepare payment invoices, track donor agreements, and support financial reporting and year-end closing processes. Facilitate procurement activities by ensuring timely acquisition of supplies and venue arrangements, preparing contractual documents, and managing service provider contracts. Ensure compliance with UNDP operational guidelines and procurement procedures, and support supplier registration and audit processes.

Work Experience

Required experience includes proficiency in computer and office software packages (MS Word, Excel), advanced knowledge of automated procurement systems, and experience in project management, procurement, and finance. Experience in a multi-cultural setting and using good judgment is critical. UN/UNDP work experience and familiarity with Quantum are considered strong assets.

Skills

Proficiency in MS Word and Excel; advanced knowledge of spreadsheet and database packages; experience with automated procurement systems; project management; procurement; finance; contract management; general accounting principles; customer satisfaction/client management; system thinking; document and records management; event management; ability to use good judgment; experience in multi-cultural settings; familiarity with Quantum.