Administrative Assistant

tendersglobal.net

Job Description

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)

Source: https://careers.unesco.org/job/New-Delhi-Administrative-Assistant/787372902/

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Administrative Assistant

Job Description

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