Administrative Assistant

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Description

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• Support the Administrative and Finance Officer in the preparation of documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals.
• Assist in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures, notably by extracting information and generating expenditure reports from computerized information system databases; assist in preliminary analyses of the extracted information and the reports generated, and highlight areas of concern for the attention of the Administrative Officer.
• Prepare draft financial reports, verifying overall accuracy, consistency and uniformity in the presentation, and ensuring comprehensiveness and compliance with the format prescribed; cross-check consistency of figures in tables with the text of the reports, and verify references to other reports and documents, bringing errors to the attention of the Administrative Officer; ensure that all necessary corrections are incorporated in the reports.

• Support the Administrative and Finance Officer in the management of staff and non-staff contracts, notably by reviewing requests from the Culture Sector’s Entities to establish new contracts, consolidating them in view of the internal approval process, anticipating on contracts end dates, assisting in ensuring compliance with UNESCO’s internal rules and procedures.
• Prepare associated documents/correspondence for personnel actions following the guidance of the Administrative and Finance officer.
• Proactively follow-up on Human Resources actions submitted for the internal approval process.

• Keep up-to-date documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with the Culture Sector’s convention recommendations and decisions as well as with UNESCO policies and procedures. 
• Provide assistance in the management of office spaces, including in view of the administrative organization of moving within the Sector.
• Draft routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Maintain and keep up-to-date files.
• Provide administrative support to the Administrative Officer, as required.

• A minimum of three years of experience in accounting, finance, administration or related areas.

• Experience with finance modules of ERP such as SAP.
• Ability to process financial, budgetary and other administrative records, to substantiate, clarify and negotiate solutions to budgetary issues with counterparts.
• Very good analytical and problem-solving skills, good sense of judgement and capacity to support sound financial and budgetary practices.
• Good organizational and coordination skills, ability to take initiative, establish priorities and monitor own work plans.
• Excellent communication and interpersonal skills, strong service orientation and ability to deal efficiently with partners at different levels, within and outside the Organization.
• Discretion, tact, diplomacy.
• Ability to work as part of a team, in a multicultural environment, and provide efficient, quality and timely support and services, and capacity to work efficiently under pressure.
• Good IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, etc.).

• Excellent knowledge of English or French, and good knowledge of the other language.

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