Administrative Assistant - Tenders Global

Administrative Assistant

United Nations Educational, Scientific and Cultural Organization

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Description

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Under the overall authority of Director of the UNESCO New Delhi Office and the direct supervision of the Finance and Administrative Officer of UNESCO New Delhi, the incumbent performs a full range of non-routine administrative duties in support of a functional area. Incumbent shall be involved in any/all of the following functions: administrative and project support, logistics, procurement and inventory, human resources, travel, visa and immigration support or conference support.    
In particular, the incumbent shall perform the following duties:
General Accountabilities:
  • Act as certifying officer up to the authorized level delegated by the CFO.
  • Draft and prepare routine correspondence, memoranda and non-substantive reports.
  • Maintain confidential and general files and establish reference systems.
  • Assist in the preparation of budgetary and financial reports, statistics or projections for managers’ use.
  • Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures.
  • May assist in overseeing activities related to office maintenance, security, transport and similar services.
  • Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.
Financial Accountabilities:
  • Assist and inform the supervisor on financial status, by using management information systems and reporting.
  • Code, record and reconcile accounting transactions.
  • Verify and process payments.
  • Maintain specific accounts, calculate and compile financial data, prepare routine reports.
  • Generate expenditure reports from the automated systems.
  • Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions.
  • Follow up on bank documents.
Budgetary Accountabilities:
  • Monitor and control commitments and expenditures.
  • Prepare detailed cost estimates and other data for use in budget analysis and proposals.
  • Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities).
  • Generate expenditure reports from automated information system databases; compile budget data.
  • Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary     analysis of variances between budgets and actual expenditures; cross check consistency of figures.
  • Review overall accuracy and consistency of draft reports; cross-check consistency of figures.
  • Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.
Human Resources Accountabilities:
  • Assist in HR administrative matters.
  • Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database.
  • Retrieve and analyse HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action.
  • Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures.
  • Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs).
  • Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation.
Logistics Accountabilities:
  • Shipment: make arrangements, assist and advise on shipping; liaise with customs.
  • Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers.
  • Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances. 
  • Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.
Required Qualifications:
Education:
  • Completed secondary, technical and/or vocational education.
Work Experience:
  • A minimum of five (5) years of relevant work experience in administration, finance or related area.
Skills and competencies:
  • Good interpersonal skills for teamwork and work in a multicultural setting and ability to interact effectively with different stakeholders inside and outside the Organization.
  • Good knowledge of administrative and clerical practices and procedures, gained through varied experience in a related area.
Languages:
  • Excellent knowledge of English and the local language (i.e., Hindi)

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