Sustainable Energy for All J12384
Administration and Management Associate
Sector of Assignment: Sustainable Energy
Organization/Office: Sustainable Energy for All - Global Team (GT) – Operations
Duty Station: Vienna, Austria
Date Required: As soon as possible
Duration: One year
The Administration and Management Associate is part of the Operations and Governance team supervised by the Chief Administrative Officer (CAO), performing tasks including: (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 supports the CAO in improving, implementing, managing, and monitoring processes, guidelines and regulatory frameworks appropriate for SEforALL, 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 mis-postings. Monitoring accounts payable and receivable.
Procurement: Implements all activities necessary to ensure that procurement is swift, effective and efficient, and in accordance with the regulatory framework.
Ensures that contracts are in accordance with the regulatory framework; and that proper and timely contract administration, monitoring, approval, and control are in place, working closely with partner agencies (e.g. UNOPS and UNF).
Records incoming invoices. Ensures invoices are paid within appropriate timelines and in compliance with terms and conditions of the agreement. Provides quality control for payment requests.
Treasury management: Monitoring bank accounts, credit cards and petty cash in accordance with guidelines. Performs periodic reconciliations and replenishment requests. Resolves identified issues.
Assists with cash flow forecasting.
Logistics and Asset Management: Implements activities necessary for effective and efficient asset control: Recording of assets, verification, write-off, and disposal of obsolete equipment.
Supports premises management, including renting, refurbishing, and maintenance. Manages a cost-effective insurance coverage against identified risks.
Monitoring and Reporting: Proposes, designs and delivers reports on administrative and operational management, proposes and delivers on regular reporting schedules, solicits feedback on reports, and highlights issues that would require attention.
General Administrative Activities: Supports the team and takes on a variety of other roles, to complement and support colleagues as necessary.
The Administration and Management Associate often engages directly with the SEforALL senior management team, and with counterparts in partner organizations, such as UNOPS, UNF.
Education and Work Experience:
- University degree, or equivalent, in Finance, Procurement, Business Administration or a related field preferred.
- At least 4 years of progressively responsible experience in administration, budget, or financial management in a fast-paced environment that requires high flexibility and a commitment to results, ideally in an international organization context.
- Experience in operating across multiple time zones and with distributed teams.
Languages: Fluency in English. Strong written and verbal communication skills required. German an advantage.