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Non-Staff Service Contract

OVERVIEW

Parent Sector : Field Office

Duty Station: Quito

Job Family: Administration

Type of contract : Non Staff

Level : Level 2

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Duty Station Time) : 18/07/2025

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Purpose of the contract:

The incumbent will assist the Administrative Officer providing support to the organization and delivery of administrative activities carrying out a range of office support and administrative functions. 

  1. Under the overall supervision of the Administrative Officer, the Service Contract holder independently processes a series basic financial, budgetary and other administrative services. Oversight focuses on ensuring a sound technical approach in compliance with the established rules and procedures and overall accuracy of work outputs.
  2. The Service Contract holder works closely with Office, contacts with beneficiaries, suppliers, UN agencies and local authorities, as applicable.

Long Description

Roles and responsibilities of the incumbent: 

 

The SC holder carries out the following administrative tasks with care, diligence and compliance with the instructions received from the supervisor:

 

Support in the reception: 

 

Provide general reception service with courtesy and discretion.

-      Receive, screen and assist visitors and refer them to the responsible colleague, in line with the established security protocol.

-      Answer incoming calls and transfer calls to concerned colleague, receive messages, provide general information with due regard to confidential information.

-      Receive, screen and log correspondence, reports, etc, and forward to the appropriate colleague. Support internal communications reviewing the UNESCO email.

-      Assist in the maintenance and update of the office’s records and archives.

-      Draft routine correspondence based on instructions provided by the supervisor or based on background information available on office files.

 

Financial, budget and programme - related tasks:

 

  • Assist the AO in monitor commitments and expenditures; generate budget and expenditure reports. 
  • Assist the AO in prepare cost estimates, verify payments process and reconcile accounting transactions.
  • Provide basic guidance and interpretation on non-complex finance and budget rules, regulations and procedures.
  • Assist the admin unit in verify and process payments.
  • Organize, review and prepare documents for VAT request of refunding

 

HR related tasks 

 

  • Assist the AO in HR related correspondence and other documents for personnel actions, provide assistance to the recruitment process and onboarding of new colleagues.

 

Procurement/logistics

 

  • Cooperate with other colleagues in initiating procurement actions and contract management.
  • Request quotations to suppliers in order to prepare the respective comparative table

 

Maintenance of premises

 

  • Review all the premises constantly and inform the AO any damage caused to take immediate actions contacting the respective providers.

 

Travel 

 

  • Assisting colleagues in preparing travel plans, request and claims. 

Additional tasks may be assigned, provided they are consistent with the function as set out above.

 

DURATION OF THE CONTRACT:

 

From the signature of the contract until December 31, 2025.

Possibility of renewal according to the performance of the incumbent, funds availability and organizational needs.

 

PLACE AND HOURS OF WORK:

 

The professional will perform their tasks and responsibilities in person in the City of Quito, under the overall authority of the Head of Office and the supervision of the Associate National Administrative Officer. 

Long Description

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Academic qualifications

 

University degree (bachelor or equivalent), in one of the fields of Basic Accounting, Finance and Administration.

 

Number of years of relevant work experience

 

Normally three (3) years of professional experiences in the domain of finance and / or administration.

Experience dealing with budgetary and administrative issues within UN agencies is desirable.

 

Knowledge, skills and competencies

 

  • Ability to operate fairly; independently; to take initiative and work effectively in a team.
  • Flexibility, adaptability and readiness to work under pressure.
  • Client-oriented and problem-solving attitude.
  • Ability to provide good service to the organization's internal customers, considering that they will be part of a team that supports the rest of their colleagues.
  • Capacity to build and maintain effective working relations in a multidisciplinary and multicultural environment 
  • Practical knowledge of Enterprise Resource Planning (ERP) system such as SAP (Systems Applications and Products in Data Processing).

 

 

Long Description

Language requirement

Excellent knowledge of English and knowledge of other UN language would be an asset.

DESIRABLE QUALIFICATIONS

Management of procedures and management of the United Nations system and UNESCO (desirable)

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 an 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. 

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