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Administrative Assistant

United Nations Industrial Development Organization (UNIDO)

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JOB DESCRIPTION

 

OVERVIEW

Post Number : 4INADM0708RP

Grade : G-5

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: New Delhi

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) : 25-MAR-2024

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

(Only candidates who are entitled to work in India may apply to this position).

OVERVIEW OF THE FUNCTIONS OF THE POST

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.

Long Description

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.

Long Description

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.

In the section below, please ensure you include the relevant core (C) competencies.

COMPETENCIES (Core / Managerial)

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

–

For detailed information, please consult the UNESCO Competency Framework.

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).

DESIRABLE QUALIFICATIONS

Education

  • Advanced University degree in Business Administration, Public Administration, procurement, accounting or other relevant fields.
  • Accounting certificate or relevant certificate to the post.

Work Experience

  • Similar experience working with diverse organizations in the region and in an international environment preferably a United Nation agency.
  • Experience in writing material including budget and finance documents.

Skills and Competencies

  • Knowledge of SAP and other IT based systems for planning and monitoring voluntary contributions and of systems for tracking resource mobilization.
  • Knowledge of UN Rules, Regulations and administrative procedures.

Languages

  • Knowledge of French or any other official UNESCO language (Arabic, Chinese, Russian, Spanish).

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 INR 934 562.

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.

 


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