Senior Administrative Assistant
JOB DETAIL
OVERVIEW
Post Number : DBS-171
Grade : G-6
Parent Sector : Bureau for Digital Business Solutions (DBS)
Duty Station: Paris
Job Family: Administration
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 07-JUL-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France can apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
The Finance and Administrative Clerk position is based in the Office of the Chief Information and Technology Officer (CITO) at UNESCO. Reporting to and working under the direct supervision of the Executive Officer, the Finance and Administrative Clerk plays a key role in coordinating and performing a comprehensive range of administration and finance activities. The primary objective is to ensure effective management of DBS’s financial resources and to support the smooth and efficient organization and delivery of projects.
The incumbent is expected to demonstrate a high level of autonomy in performing all relevant tasks. S/He will apply the defined best practices of the Division to achieve expected results while ensuring compliance with UNESCO rules and regulations. Additionally, the incumbent will be capable of guiding colleagues in these matters.
Long Description
In particular, the incumbent will:
PROCUREMENT TO PAY SUPPORT
- Strictly follow all stages of the Procurement-to-Pay cycle of DBS.
- Review contract files to ensure compliance with UNESCO rules, regulations, and procedures.
- Timely create a variety of contracts in the System and support the preparation of Contracts Committee files.
- Launch requests for payments and provide payment status information to responsible officers and suppliers.
- Gather required information from responsible officers to prepare quarterly and yearly procurement plans for the Procurement Unit at Headquarters.
- Maintain a centralized Contract Management registry, tracking all expenditures and contracts of DBS.
- Prepare regular and ad-hoc reports on contracts and expenditures.
- Assist in advising Field Units on the procurement of ICT goods and services.
Long Description
FINANCIAL SUPPORT
- Track and report on sections and projects’ financial activities.
- Review budgetary data/information from current and past initiatives.
- Respond to inquiries and monitor project and activity budgets within DBS, ensuring compliance with program and budgetary requirements as well as financial regulations.
- Alert the supervisor regarding observed errors, omissions, or discrepancies and undertake corrective action.
- Compare the proposed DBS procurement plan against available budgets, identifying and flagging funding issues.
- Collect information and draft regular and ad-hoc budgetary/financial updates, reports, statistics, and projections for DBS management scrutiny.
HR SUPPORT
- Assist with Human Resources files upon request and launch expressions of interest for temporary assistance.
- Follow up on the activation of approved accesses, roles, and authorizations for colleagues in different systems.
Long Description
GENERAL OFFICE SUPPORT
- Maintain an overview of office space and furniture. Coordinate with the relevant services all changes decided by DBS management.
- Ensure safe retention of electronic and hard-copy files/records/data sources on budgetary data, contracts, personnel, and other administrative matters.
- When required, initiate travel authorization and make travel arrangements for the DBS Management Team. Provide advice on the travel process to all DBS colleagues.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
EDUCATION
- Completed secondary, technical, or vocational school.
WORK EXPERIENCE
- Minimum eight (8) years of relevant work experience in finance, administration, accounting, procurement or related area.
SKILLS AND COMPETENCIES
- Good interpersonal and communication skills.
- Excellent skills in drafting reports and correspondence, with attention to detail.
- Very good analytical and problem-solving skills, good sense of judgement and capacity to support sound financial and budgetary practices.
- Very good organizational and coordination skills with ability to take initiative, establish priorities and monitor own work plans.
- Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently within tight deadlines.
- Sense of integrity and confidentiality.
- Excellent knowledge of IT tools, with proficiency in the use of MS office (Word, Excel, Outlook, PowerPoint).
- Working knowledge of ERP systems (Enterprise Resource Planning).
LANGUAGES
- Excellent knowledge of English or French and a good knowledge of the other language.
DESIRABLE QUALIFICATIONS
EDUCATION
- Diploma in business administration or specialized training/course in one or more of the following disciplines: administration, finance, accounting and/or procurement.
WORK EXPERIENCE
- Experience with an international organization and/or the UN System.
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 brut salary for this post is 60 749 Euros €.
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.
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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.
