Administrative Assistant
JOB DETAIL
OVERVIEW
Post Number : 3BRADM0706RP
Grade : G-5
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: Brasilia
Job Family: Administration
Type of contract : Fixed Term Field
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 06-NOV-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in Brazil can apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director of the Office and the guidance and immediate supervision of the Senior Finance and Administrative Officer or his/her delegated authority, as applicable, the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures. The incumbent shall ensure effective and efficient functioning of the AO/ADM’s office, coordination of projects and demands addressed to all ADM units, follow-up on deadlines and commitments, management of the calendar and meetings, drafting of reports and official correspondence, administration of information flow with full confidentiality in all aspects of assignment. Essential responsibilities include:
Long Description
GENERAL
- Act as certifying officer up to the authorized level delegated by the CFO;
- Draft and prepare routine correspondence, memoranda and non-substantive reports;
- Maintain confidential and general files and establish reference systems;
- Assist in the preparation of budgetary and financial reports, statistics or projections for managers’ use;
- Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures;
- May assist in overseeing activities related to office maintenance, security, transport and similar services;
- Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.
FINANCE
- Assist and inform the supervisor on financial status, by using management information systems and reporting;
- Code, record and reconcile accounting transactions;
- Verify and process payments;
- Maintain specific accounts, calculate and compile financial data, prepare routine reports;
- Generate expenditure reports from the automated systems;
- Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions.
Long Description
BUDGET
- Monitor and control commitments and expenditures;
- Prepare detailed cost estimates and other data for use in budget analysis and proposals;
- Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities);
- Generate expenditure reports from automated information system databases; compile budget data;
- Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures; cross check consistency of figures;
- Review overall accuracy and consistency of draft reports; cross-check consistency of figures;
- Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.
Long Description
HUMAN RESOURCES
- Assist in HR administrative matters;
- Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database;
- Retrieve and analyse HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action;
- Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures;
- Provide support in issues related to visas, identity cards, driving licences and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs).
LOGISTICS & TRAVEL
- Shipment: make arrangements, assist and advise on shipping; liaise with customs;
- Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers;
- Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances;
- Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.
COMPETENCIES (Core / Managerial)
–
REQUIRED QUALIFICATIONS
EDUCATION
- Completed secondary, technical or vocational school diploma.
WORL EXPERIENCE
- Minimum of five (5) years of relevant work experience in administration, finance or related area.
SKILLS & COMPETENCIES
- Good interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels;
- Good organizational and coordination skills, ability to take initiatives, establish priorities and monitor own work plans;
- Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
- Sense of integrity and confidentiality;
- Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently under pressure;
- Flexibility to adjust work schedules and priorities;
- Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint, etc).
LANGUAGES
- Excellent knowledge (spoken and written) of English;
- Proficiency of local language, Portuguese.
DESIRABLE QUALIFICATIONS
EDUCATION
- University degree, specialized training or courses in one or more of the following disciplines: administration, finance, accounting and/or procurement.
WORK EXPERIENCE
- Relevant experience within the United Nations System;
- Experience working with an Enterprise Resource Planning system (ERP).
SKILLS & COMPETENCIES
- Knowledge of UN rules and practices, procedures, protocols;
- Knowledge of SAP or similar ERP system.
LANGUAGES
- Knowledge of another official language of UNESCO (French, Chinese, Russian, Arabic or Spanish).
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 181.979.00 Reais
For more information in benefits and entitlements, please consult ICSC website.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
Footer
UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
