Senior Administrative Assistant
OVERVIEW
Post Number : 2UAADM0002PA
Grade : G-6
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: Ukraine
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) : 28-JUN-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
(Only candidates who are entitled to work in Ukraine 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
Under the overall authority of the Head of the UNESCO Antenna in Kyiv, the direct supervision of the Finance & Administrative Project Officer, as well as the functional guidance by the Headquarters sector for Administration and Management (ADM), the incumbent will work closely with project personnel, units, and related sectors, supporting relevant activities and project implementation.
In particular, the incumbent will carry out the following responsibilities:
Long Description
General Accountabilities:
- Act as certifying officer up to an authorized level delegated by the CFO.
- Provide guidance and interpretation on administrative rules, regulations and procedures.
- Advise on operational and technical routine transactions.
- Recommend process and system related modifications and improvements to supportsuccessful administration and financial monitoring and control.
- Interpret provisions and provide guidance on complex and non-recurring issues.
- May supervise activities related to office maintenance, security, transport and similar services.
Financial Accountabilities:
- Ensure that the Office’s financial resources and expenditures are fully and properlyaccounted for and that internal control systems are adequate and functioning; schedulepayments and disbursement of funds.
- Ensure accurate and timely processing of assigned accounts, developing budget estimatesand monitoring expenditures, participating and advising in the preparation of financialstatements and budgets.
- Assist in the preparation and coordination of financial activities under Regular Programme(RP) and Extra Budgetary (EXB) funds
- Compile and consolidate data from various sources into financial statements; prepareworksheets.
- 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 extractinformation, to run reports from FABS/Core Manager or other online financial systems.
Long Description
Budgetary Accountabilities:
- Prepare Regular Programme and Extra Budgetary budget reports and communicate on them.
- Assist and advise 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.
HR Accountabilities:
- Handle non-routine or complex cases, prepare associated documents/ correspondence forpersonnel actions based on oral instructions and previous experience.
- Follow-up on coming Human Resources (HR) actions and oversee maintenance, updateand clean-up of database.
- Issue non-staff contracts, advise on recruitment process and entitlements
- Liaise with central services including those in Finance and Budget to discuss and obtainadditional information, clarifications and policy interpretation.
Long Description
Logistics Accountabilities:
- Procurement: research and retrieve information on supply sources, vendors by commodityand obtain specifications on the market.
- Review contractual documents
- (Term of Reference (TOR), budget, contract nature andtype).
- Resolve issues/ problems related to delivered goods
- Prepare requisitions for supplies and equipment; ensure that payments are processed andprovide information to the assigned Sector on invoicing and payment issues
- Arrange for control and distribution of inventory records.
- Ensure compliance with security travel requirements and monitor completion ofmandatory security trainings.
The incumbent shall work under the direct supervision of the Finance & Administrative Project Officer and provide comprehensive administrative support to project areas and activities assigned to them.
The incumbent is required to demonstrate a considerable degree of independence in forecasting, monitoring and resolving administrative issues in the assigned project areas and activities, as well as the ability to do so timely and in strict conformity to UNESCO administrative and human resource policies, as well as, where applicable, to the national legislation.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical and/or vocational education.
Work Experience
- Minimum 8 (eight) years of relevant work experience in administration, finance or related area.
Skills and competencies
- Excellent interpersonal skills for teamwork and work in a multicultural setting and ability tointeract effectively with different stakeholders inside and outside the Organization.
- Thorough knowledge of administrative rules, policies, processes and procedures gainedthrough extensive experience in a related area.
- Proven skill in managing a complex and demanding workload and accomplishing work through others.
- Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
Languages
- Excellent knowledge (written and oral) of English.
DESIRABLE QUALIFICATIONS
Education
- University degree in Business Administration, Public Administration, finance, accounting or other related fields.
- Certification in accounting, finance, administration or relevant certification to the post.
Work Experience
- Similar working experience with diverse organizations in the region or within the United Nations system or in an international organization/institution.
Languages
- Knowledge of French or any other UNESCO official language (Arabic, Chinese, Russian, Spanish) would be 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, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 23 442 US $.
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.