Administrative Assistant

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Description

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• Act as certifying officer up to the authorized level delegated by the Chief Financial Officer.
• 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.

• 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.
• Act as bank focal point in charge of reconciliation.
• Follow-up on bank documents.

• 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.

• 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 licences 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.

• 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.

• Completed secondary, technical or vocational school.

• Minimum of five (5) years of relevant professional experience in the field of administration, human resources, finance and procurement field, or related field.

• Interpersonal skills: professionalism, integrity and team spirit.
• Excellent analytical and technical skills.
• Good interpersonal and communication skills, including preparation of correspondence and correction of documents.
• Planning and coordination skills and demonstrated ability to set priorities and organize own work.
• Ability to take initiatives and provide quality and timely support and services.
• Ability to identify errors or irregularities and propose remedial actions.
• Very good IT skills, including knowledge of ERP systems.

• Excellent knowledge (written and spoken) of French or English and good knowledge of the second language.

• Training/certification in accounting, finance or administration, or any other related field.

• Professional experience within the United Nations system or an international organization.

• Knowledge of ERP (Enterprise Resource Planning systems), such as SAP (System Applications and Products in Data Processing) or other related system.
• Ability to work/deal effectively and tactfully with a variety of stakeholders in a multicultural environment.

• Knowledge of other official languages of UNESCO (Arabic, Chinese, Russian or Spanish).

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