Administrative Assistant (Communication and Information Administrative Unit)
JOB DETAIL
OVERVIEW
Post Number : CI/PA-021
Grade : G-5
Parent Sector : Communication and Information Sector (CI)
Duty Station: Paris
Job Family: Administration
Type of contract : Project Appointment
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 17-JUL-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France may apply to this position.
Duration of contract: 1 year with the possibility of extension subject to availability of funds and satisfactory performance.
OVERVIEW OF THE FUNCTIONS OF THE POST
The Communication and Information Sector’s mission is to promote freedom of expression, media development and media literate societies, and to build knowledge societies through fostering universal access to information, innovation for sustainable development and the preservation of documentary heritage. (The role of this vacant position does not include responsibility for UNESCO’s wider external communications, which is managed by the Division for Communications and Public Engagement.)
Under the overall authority of the Assistant Director-General for Communication and Information (ADG/CI), and the direct supervision of the Finance and Administrative Officer, the incumbent provides financial and administrative services in full compliance with the UNESCO rules, regulations and procedures to support the planning, implementation and management of regular programme funds, and projects funded by voluntary contributions of the Cl Sector towards the implementation of its programmes.
Long Description
General Accountabilities:
- 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.
- Provide guidance and interpretation on non-complex administrative rules, regulations, and procedures.
Financial Accountabilities:
- Assist and inform the supervisor on financial status, by using management information systems and reporting.
- Record and reconcile accounting transactions.
- Verify and process payments and budgetary transactions.
- Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; and issue travel advances.
- Maintain specific accounts, calculate and compile financial data, and 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 currency provisions.
Budget Accountabilities
- 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 identifying any errors or irregularities).
- Generate expenditure reports from automated information system databases; compile budget data; prepare ad-hoc reports.
- 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. Respond to enquiries and follow-up on funding or contractual initiatives.
Logistics
- Shipment: certify and/or process re-invoicing transactions.
- Procurement: assist in initiating procurement action, in the preparation of purchase requisitions for commodities. Inventory.
- Commit, monitor and control of general operational cost (telephone, mobile, photocopier, computer equipment … ).
Additional activities that may be required to ensure the success of the work of the team.
- Provide back-up assistance to other AO assistants in their absence.
Long Description
Long Description
COMPETENCIES (Core / Managerial)
–
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical or vocational education.
- Diploma or certification in accounting, finance or administration.
Work Experience
- At least five (5) years of relevant professional experience in accounting, finance or administration areas.
Skills and Competencies
- Excellent analytical and problem-solving skills.
- Good organizational and coordination skills, ability to take initiatives, establish priorities and monitor own work plans.
- Excellent communication and interpersonal skills, strong service/client orientation and ability to deal efficiently with partners at different levels within and outside the Organization.
- Discretion, tact, diplomacy.
- Ability to work as part of a team, in a multicultural environment, and provide efficient, quality and timely support and services, and capacity to work efficiently under pressure.
- Excellent IT skills, including office software such as Word, Excel, PowerPoint, and Outlook.
Languages
- Excellent knowledge of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Work Experience
- Experience in the use of UNESCO standard applications SAP, SISTER, DUO.
- Relevant experience in the United Nations System or other international organizations.
Skills and Competencies
- Knowledge of UNESCO’s financial and administrative rules and regulations.
- Knowledge of UN rules and procedures as well as administrative practices.
Languages
- Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/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 41 971 Euro €.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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.
