Administrative Assistant

OVERVIEW OF THE FUNCTIONS OF THE POST

The Division for Gender Equality provides strategic policy advice and works with the Programme Sectors and IOC to roll out UNESCO’s Global Priority Gender Equality Framework. It actively supports them in all stages of the planning, implementation and monitoring of transformative gender equality actions to respond to new challenges. The Division does so through its core functions for inter-sectoral coordination on gender equality across UNESCO’s mandate, knowledge production through research on emerging areas of work, capacity development for UNESCO staff at HQs and Field Offices, and communication, advocacy and outreach actions to promote UNESCO’s work on gender equality.

Under the overall authority of the Director of the Division for Gender Equality and the direct supervision of the Chief, Policies and Strategies, the Service Contract Holder will provide financial and administrative services in full compliance with UNESCO’s rules, regulations and procedures to support the planning, implementation and management of the regular programme towards the implementation of the activities of the Division for Gender Equality. The incumbent will also contribute to the related reporting activities.

The incumbent shall perform the following tasks:

Budget

Support the Division staff members 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 ongoing monitoring and preliminary analysis of variances between approved budget and actual expenditures using Enterprise Resource Planning (ERP) system such as SAP.

Human Resources

• Support the Division in the management of staff and non-staff contracts, notably by establishing new contracts, consolidating them in view of the internal approval process, anticipating on contracts payments and end dates.
• Assist in the preparation of travel plans, travel claims, travel orders and issue travel advances for the Division staff members.

General Administration

• Draft routine correspondence with respect to enquiries and ensure standardised formatting of official documents and correspondence, and keep up-to-date files.
• Assist in the organisation of meetings and events (virtual and face-to-face) including the preparation of travel arrangements for invited participants.
• Prepare contracts for external suppliers including initiating procurement action, following up transactions in UNESCO’s Corporate Applications (DUO), preparing purchase orders, verifying invoices against contract terms and conditions in liaison with the Administrative Officer.
• Provide administrative support to the Division staff members, as required.

 Logistics Accountabilities

• Shipment: make arrangements, assist and advise on shipping.
• Provide assistance in the management of office spaces.
• Execute any other administrative tasks deemed necessary by the Chief, Policies and Strategies.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• Minimum of 3 years of relevant work experience in secretarial/administrative tasks.

Skills/Competencies

• Knowledge of UNESCO Rules, Regulations and administrative procedures.
• Practical knowledge of Enterprise Resource Planning (ERP) system such as SAP.
• Excellent sense of communication, including capacity to draft correspondence with UNESCO’s partners.
• Organizational and coordination skills, as well as ability to take initiatives and to provide quality and timely support and services.
• Interpersonal skills, sense of confidentiality, discretion, tact and diplomacy.
• Ability to work as part of a team in a multicultural environment.
• IT skills (Microsoft Word, Excel, Intranet, Internet, etc.).

Languages

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

Source: https://careers.unesco.org/job/Paris-Administrative-Assistant/791956202/