Senior Administrative Assistant for IOC
JOB DETAIL
OVERVIEW
Parent Sector : Intergovernmental Oceanographic Commission (IOC)
Duty Station: New Delhi
Job Family: Administration
Type of contract : Non Staff
Level : Level 3
Duration of contract : From 1 to 6 months
Recruitment open to : External candidates
Application Deadline (Midnight Duty Station Time) : 02 April 2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director UNESCO New Delhi Regional Office for South Asia, overall guidance of the Head IOC/MPR, and direct supervision of the Finance and Administrative Officer of the UNESCO New Delhi Regional Office for South Asia, the Senior Administrative Assistant will provide administrative support to the work of the IOC Sub-Commission for the central Indian Ocean, with full respect of UNESCO rules and procedures in the field of Finance, Budget, Logistics, and Communication Management. In particular, the incumbent shall perform the following duties:
Long Description
Budget and Financial Management
Financial Accountabilities
- Ensure that the Office’s financial resources and expenditures are fully and properly accounted; schedule payments and disbursement of funds.
- Ensure accurate and timely processing of assigned accounts, developing budget estimates and monitoring expenditures, participating and advising in the preparation of financial statements and budgets.
- Compile and consolidate data from various sources into financial statements; prepare worksheets.
- Monitor expenditures, review payments and reconcile accounts.
- Investigate anomalies and erroneous charges and take corrective action.
- Provide assistance and guidance to undertake coding and data entry task and to extract information.
Long Description
Budgetary Accountabilities
- Assist on planning and budgeting and recommend modifications.
- Prepare budget proposals and cost estimates and ensure that data is correct.
- Identify irregularities and undertake transactions to correct errors/omissions.
Logistics Accountabilities
- Research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.
- Review contractual documents (TOR, budget, contract nature and type).
- Resolve issues/ problems related to delivered goods.
Short Description
- Prepare requisitions for supplies and equipment.
- Arrange for control and distribution of inventory records.
- Support the office in preparing and updating make travel arrangements; prepare required travel requisitions, book air tickets and monitor the budget; arrange hotel accommodations and other related logistics following UNESCO policies, procedures, and rules.
Communication Management
- Support establish relevant IOCINDIO-related partnerships with those UN, international, regional, national agencies, NGOs and the industry active in the region and operating in core strategic areas of IOCINDIO as a means for complementary project implementation and extra budgetary funding.
- Facilitate the flow of knowledge and information between IOCINDIO and other Sectors/Units within the UNESCO New Delhi Office; recommend and establish systems and streamline procedures to enhance established workflows.
- Help to increase the unit’s overall communication and outreach capacity, with a view to the private sector targeting the public, development partners and the donor community, and the unit’s interaction with the Communication Unit of the New Delhi Office, as well as the resources Mobilization Officer.
- Undertake other tasks as requested by the Finance and Administrative Officer.
Long Description
Meeting organization support
- Assist with the organization of the 1st meeting of the IOC Sub-Commission for the central Indian Ocean to be held in United Arab Emirates, 28 April-2 May 2025.
- Provide support for the preparation of meeting documents and dissemination to meeting participants, uploading all documentation on the IOC website.
- Liaise with the local authorities hosting the meeting to facilitate the provision of technical services for the conduct of the meeting.
- Provide support for the provision of travel and DSA for selected participants, and IOC/UNESCO staff.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed Secondary Education, technical and/or vocational diploma/certificate.
Work Experience
- Minimum 7 (seven) years of progressively responsible and relevant work experience in one or several subject areas of administration including proven finance/accounting experiences.
- Experience in writing material including budget and finance documents.
Long Description
Skills and competencies
- Good interpersonal skills, with the ability to work in a team and multi-cultural environment.
- Thorough knowledge of administrative rules, policies, processes and procedures gained through extensive experience in a related area.
- Proven skill in managing a complex and demanding workload and accomplishing work through others.
- Ability to draft high quality, clear, concise notes and documents.
- Excellent IT skills, including knowledge of standard office software i.e. Microsoft Word, Excel, Outlook, PowerPoint etc.
- Familiarity with social media.
- Ability to take initiatives.
- Capacity to adapt and adjust work schedules and perform diligently under pressure.
- Familiarity with the work and general functioning of international organization and/or the UN system.
Languages
- Excellent knowledge of written and spoken English.
DESIRABLE QUALIFICATIONS
Education
- Advanced University degree in Business Administration, Public Administration, finance, accounting or other relevant fields.
- Accounting certificate or relevant certificate.
Work Experience
- Programme administrative support experience with the United Nations System, multilateral organizations or international development institutions.
- Relevant work experience acquired at the international level.
Long Description
Skills and competencies
- Good knowledge and understanding of UNESCO’s programmes and activities, particularly in Natural Sciences.
- Knowledge of the geopolitical context of the region.
- Knowledge of UN Rules, Regulations and administrative procedures.
Languages
- Knowledge of French or any other official UNESCO language (Arabic, Chinese, Russian, Spanish).
- Excellent knowledge of an Indian official language is an asset.
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, medical insurance, pension plan etc. The approximate monthly salary range for this service contract is between INR 179348 and 194592.The duration of the contract is initially of 3 months and is renewable subject to the availability of funds and satisfactory performance.
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.
Please note that UNESCO is a non-smoking Organization.
Please note that only short listed candidates will be contacted.
