Senior Administrative Assistant

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer, the incumbent provides high-level administrative and support services in a range of specialized areas and plays a lead role within the unit in ensuring application and compliance with the rules, regulations, policies and practices in place.

In particular, the incumbent will carry out the following responsibilities:

General Accountabilities:

• Act as certifying officer up to an authorized level delegated by the CFO.
• Provide guidance and interpretation on administrative rules, regulations and procedures.
• Advise on operational and technical routine transactions.
• Recommend process and system related modifications and improvements to support successful administration and financial monitoring and control.
• Interpret provisions and provide guidance on complex and non-recurring issues.
• May supervise activities related to office maintenance, security, transport and similar services.

Finance Accountabilities:

• Ensure that the Office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning; schedule payments and disbursement of funds.
• Ensure accurate and timely processing of assigned accounts, developing budget estimates and monitoring expenditures, participating and advising in the preparation of financial statements and budgets.
• Assist in the preparation and coordination of financial activities under RP funds and Voluntary Contributions.
• Compile and consolidate data from various sources into financial statements, prepare worksheets.
• Monitor expenditures, review payments and reconcile accounts.
• Investigate  anomalies and erroneous charges and take corrective action.
• Provide assistance and guidance to undertake coding and data entry task and to extract information, to run reports from iRIS, SISTER or other online financial system.

Budget Accountabilities:

• Prepare RP and Voluntary Contributions budget reports and communicate on them.
• Assist and advise on planning and budgetting and recommend modifications.
• Prepare budget proposals and cost estimates and ensure that data is correct.
• Identify irregularities and undertake transactions to correct errors/omissions.

HR Accountabilities:

• Handle non-routine or complex cases, prepare associated documents/ correspondence for personnel actions based on oral instructions and previous experience.
• Follow-up on coming HR actions and oversee maintenance, update and clean-up of database.
• Issue non-staff contracts, advise on recruitment process and entitlements.
• Liaise with central services (ADS, HRM, BFM, etc) to discuss and obtain additional information, clarifications and policy interpretation.

Logistics Accountabilities:

• Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.
• Review contractual documents (TOR, budget, contract nature and type).
• Resolve issues/ problems related to delivered goods.
• Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues.
• Arrange for control and distribution of inventory records.
• Security: Ensures compliance of staff with security travel requirements and monitor completion of mandatory security trainings.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical or vocational school education.

Work Experience

• Minimum of 8 (eight) years of relevant work experience in the area of general administration, finance and budget, HR, and logistics.

Skill and competencies

• Excellent interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels.
• Ability to prepare reports and analyze, interpret financial data, and monitor budgets.
• Excellent organization and coordination skills; ability to take initiatives, establish priorities and monitor own work plans.
• Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.
• Ability to work as part of a team and under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.

Languages

• Excellent knowledge (spoken and written) of English language.

Source: https://careers.unesco.org/job/Jakarta-Senior-Administrative-Assistant/805984702/