Senior Administrative Assistant
JOB DETAIL
OVERVIEW
Post Number : ADM 022
Grade : G-6
Parent Sector : Sector For Administration and Management (ADM)
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) : 13-NOV-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)
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall delegated authority of the Assistant Director General for Administration, the coordination of the Chief of the Section for Administrative Support and the direct supervision of the Head of the Field Administration Support Unit, the incumbent shall provide administrative and support services to the field offices in a range of specialized areas and shall ensure application and compliance with the rules, regulations, policies and practices in place. Specifically, the incumbent shall:
GENERAL ACCOUNTABILITIES
- Provide guidance to field offices’ administrative staff on administration, budget, financial and premises related matters and disseminate and implement good practices.
- Ensure compliance with the UNESCO administrative rules, regulations and procedures. Interpret rules and regulations and provide guidance on complex and non-recurring issues.
- Ensure and monitor the validity of lease agreements in the field offices.
- Provide administrative backstopping and certification back up to field offices during absences or vacancies of Heads of Administrative Units or when the field administrative units are short staffed.
- Train administrative personnel in field offices on administrative, finance and human resources processes.
- Review contractual documents (TOR, budget, contract nature and type) and travel requests in conformity to the rules.
FINANCE ACCOUNTABILITIES
- Act as certifying officer for the field offices up to an authorized level delegated by the CFO and ensure that the financial transactions are in compliance with the rules, regulations, policies and procedures. Ensure timely responses to field offices.
- Monitor expenditures, review payments and reconcile accounts; ensure proper clearance procedures.
- Ensure that the field offices’ internal control systems are adequate and functioning.
- Prepare the monthly financial dashboard of the field offices. Review fund balances and commitments in the field offices’ operating budgets of the regular programme and review/verify allocations of new funds to appropriate budget components in the budgetary/financial system to address exceptional or short-fall situations.
- Participate as resource person in follow-up of the annual financial closing instructions.
BUDGET ACCOUNTABILITIES
- Provide assistance and support in the preparation of budgets and reports relating to the operational costs of the Field Ofïïces.
- Assist and advise on budgetary issues; regularly monitor budget levels, investigate anomalies/discrepancies and reconcile budgetary data, imbalances and anomalies in liaison with the field offices and with the relevant Central Services.
Long Description
HUMAN RESOURCES ACCOUNTABILITIES
- Participate in the management of temporary assistance contracts (e.g., service contracts) of the field offices and institutes in the UNESCO HR System.
- Ensure proactive follow up on the monthly service contracts payroll cycle; verify, issue and disseminate draft payslips; liaise with the field offices and with HRM. and BFM for master data and budgetary rejects and take appropriate corrective action; extract monthly payroll authorization from the System and communicate to field for local payments and bank transfers though HQs as applicable.
- Liaise with HRM to discuss and obtain additional information, clarifications and policy interpretation on HR matters.
LOGISTICS ACCOUNTABILITIES
- Examine equipment/supplies requirements and requests from field offices; make appropriate recommendations and ensure follow-up in liaison with OPS.
- Participate in monitoring field office assets including vehicles.
Long Description
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical and/or vocational education.
Experience
- Minimum 8 years of relevant professional experience in administration, finance, accounting, audit or related areas.
Skills and competencies
- Ability to identify issues and formulate recommendations and provide advise.
- Excellent analytical skills and ability to reason and make sound judgements.
- Proven experience in solving routine and non-routine issues in the field of Human Resources, finance and budget.
- Ability to provide quality and timely support and services.
- Ability to effectively undertake different activities within a set timeframe.
- Ability to deal with confidential matters with discretion.
- Ability to build effective working relationships with a variety of partners across functions.
- Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.
- Ability to take initiative and seek innovative ways to improve results.
- Excellent IT skills with proficiency in the use of MS Office (Word, Excel, PowerPoint, etc.) and ERP systems.
- Ability to acquire and apply new skills and knowledge at a fast pace.
Languages
- UNESCO’s working languages are English and French. For this position, excellent knowledge (oral and written) of English or French and working knowledge of the other language is required.
DESIRABLE QUALIFICATIONS
Education
- Technical Diploma in the field of Finance, Business Administration, Accounting, or related discipline.
Experience
- Relevant work experience within an international organisation and/or the UN System.
- Experience in training colleagues and peers in administration, finance, accounting or related areas.
- Experience in elaborating reports and analyzing financial information.
Skills and competencies
- Knowledge of SAP.
- Knowledge of risk management systems.
- Knowledge of contract management.
- Knowledge of accounting principles and internal control systems.
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 46 568 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.
