Senior administrative assistant

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Description

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Under the overall authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer/ Senior Finance and Administrative Assistant, 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.

The incumbent provides senior level support in the processing of a range of specialized areas and plays a lead role in these areas. The incumbent independently consolidates data and prepares reports, non-routine correspondence and documentation, ensures the functioning of internal control systems and ensures that the   office’s financial resources and expenditures and fully and adequately accounted for.  The incumbent’s work has a direct impact on the quality of services provided by the administrative unit.

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:

• 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.
• Additional activities that may be required to ensure the success of the work team.

Required Qualifications:

Education :

• Bachelor or equivalent in the field of administration, business law, business administration, finance or equivalent professional experience.

Work Experience:

• Minimum of 8 years of progressively professional experience in the field of administration, human resources, finance and procurement field;

Languages:

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

Source: https://careers.unesco.org/job/Yaounde-Senior-administrative-assistant/767394602/

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