Job Overview
- Under the overall delegated authority of
the Director/Head of the Office and the direct supervision of the Finance
and Administrative Officer or Senior Finance and Administrative Assistant,
as applicable, the incumbent is involved in the completion of standard
administrative support activities and processes as per UNESCO Rules and
Regulations. As a team member, the incumbent provides administrative and
support services in processing transactions, control and maintenance of
accounts and databases, and preparation of routine reports, correspondence
and administrative documentation.
Duties & Responsibilities:
General Accountabilities:
- Assist in the preparation of
documents/reports.
- Compile, verify and maintain records of
transactions and Office activities.
- Classify and code material relating to a
number of subject areas and maintains general office files.
- Search Office files and records relating
to a variety of topics for information and reference from automated
systems.
- Select information and record in
correspondence, technical papers, project/ programme plans and general
reference documents.
- Draft routine correspondence, cables,
memorandums and reports on the basis of oral instructions, previous
correspondence or other available information sources in accordance with
standard office procedures.
Finance Accountabilities:
- Process payments; check that documents
are complete, correct and compliant with the rules, regulations and
procedures.
- Provide information, explanations and
guidance on basic rules and procedures.
- Ensure that the accounting records
(disbursement and receipts documents) and corresponding
justifications are complete and properly filed.
- Act as bank focal point; carry on the
reconciliation and follow up on bank documents.
- Ensure that monthly bank statements of
accounts of the Office are received on time for the monthly closing of
accounts.
- Make disbursement from petty cash; ensure
that all necessary receipts are provided and keep updating the register of
petty cash.
Budget Accountabilities:
- Register actions/data; do non-complex
corrections in systems.
- Verify transactions and check
data/figures; identify and correct errors/anomalies and assist to input
corrective action in IRIS, SISTER etc.
- Assist in preparation of budget, check
completeness, accuracy and compliance of documentation.
- Assist in the production of a variety of
financial reports and statistics related to regular and extra budgetary
funds.
- Extract data and information from the
automated financial and programmatic systems (IRIS; SISTER etc.) and
prepare standard reports.
HR Accountabilities:
- Extract data from automated systems or
other sources and prepare documents for processing; maintain and update
database and follow up on personnel files.
- Draft routine correspondence and
memoranda based on previous examples and templates.
- Assist staff members and their dependents
by processing requests for visas, identity cards, driving licenses and
other necessary personnel-related documents in accordance with
requirements of the organization and the host country.
- Collect applications for vacancies and
conduct reference checks.
- Coordinate interview schedules, prepare
agenda and documentation.
Logistics:
- Make arrangements for shipment and
receipt of office and project supplies and equipment and household
effects, including customs clearance.
- Check documents by verifying purchase
orders and check the comparative quotations.
- Follow up on requests by tracking and
collecting orders (goods and services), check that goods and services are
received according to the terms of the Pro forma (time, quantity,
quality).
- Maintain and monitor stock levels of
various supply items. Maintain, update and transmit inventory records of
non-expendable equipment to BFM.
- Liaise with companies and different host
country’s administration.
- Follow up air tickets purchase and
payments, prepare travel authorizations and assemble information pertinent
to the purpose of travel; track security certificates. Make travel and
hotel reservations.
- Additional activities that may be
required to ensure the success of the work team.
Required Qualifications
Education
- Completed secondary, technical and/or
vocational education.
Work Experience
- At least 3 (three) years of professional
experience in finance, administration, or related area.
Skills and competencies
- Good interpersonal and communication
skills, including drafting skills.
- Good organizational and coordination
skills.
- Accuracy and attention to detail.
- Capacity to deal efficiently and
tactfully with internal and external partners in a multicultural
environment.
- Client‐focused and team‐oriented.
- Ability to deal with complex situations
and flexibility to adjust work schedules.
- Discretion and professional integrity.
- Good knowledge of IT skills
(Outlook, Word, Excel, PowerPoint, etc.).
Languages
- Excellent knowledge (spoken and
written) of English language.
Desirable Qualifications
Education
- Specialized training/certification
in the area of administration, finance, project or office
management.
Work
experience
- Experience in the United Nations system
or similar international organisations.
Languages
- Knowledge of other UNESCO official
languages (Arabic, Chinese, French, Russian or Spanish).
How To Apply
