Senior Administrative Assistant

tendersglobal.net

Job Description

Under the overall authority of Director of the UNESCO New Delhi Office and the direct supervision of the Finance and Administrative Officer, the incumbent is responsible for coordinating the timely completion of administrative work, including in programme/project support with full respect of UNESCO rules and procedures in the field of Finance, Budget, Human Resources and Office Management. 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.
Financial 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 Regular Programme (RP) and Extra Budgetary (EXB) funds
  • 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 FABS/Core Manager or other online financial systems.
Budgetary Accountabilities:
  • Prepare Regular Programme and Extra Budgetary budget reports and communicate on them.
  • Assist and advise on planning and budgeting 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 Human Resources (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 including those in Finance and Budget 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 (Term of Reference (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.
  • Ensure compliance with security travel requirements and monitor completion of mandatory security trainings.
Required Qualifications:
Education:
  • Completed secondary, technical and/or vocational education.
Work Experience:
  • Minimum 8 (eight) years of relevant work experience in administration, finance or related area.
Skills and competencies:
  • Excellent interpersonal skills for teamwork and work in a multicultural setting and ability to interact effectively with different stakeholders inside and outside the Organization.
  • Thorough knowledge of administrative rules, policies, processes and procedures gained through extensive experience in a related area.
  • Proven skill in managing a complex and demanding workload and accomplishing work through others.
Languages:
  • Excellent knowledge of English and the local language (i.e. Hindi).

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