Senior Administrative Assistant

Under the overall authority of the Head of the UNESCO Antenna in Kyiv, the direct supervision of the Finance & Administrative Project Officer, as well as the functional guidance by the Headquarters sector for Administration and Management (ADM), the incumbent will work closely with project personnel, units, and related sectors, supporting relevant activities and project implementation.

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 supportsuccessful 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 properlyaccounted for and that internal control systems are adequate and functioning; schedulepayments and disbursement of funds.
• Ensure accurate and timely processing of assigned accounts, developing budget estimatesand monitoring expenditures, participating and advising in the preparation of financialstatements 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; prepareworksheets.
• 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 extractinformation, 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 forpersonnel actions based on oral instructions and previous experience.
• Follow-up on coming Human Resources (HR) actions and oversee maintenance, updateand 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 obtainadditional information, clarifications and policy interpretation.

Logistics Accountabilities:

• Procurement: research and retrieve information on supply sources, vendors by commodityand obtain specifications on the market.
• Review contractual documents
• (Term of Reference (TOR), budget, contract nature andtype).
• Resolve issues/ problems related to delivered goods
• Prepare requisitions for supplies and equipment; ensure that payments are processed andprovide 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 ofmandatory security trainings.

The incumbent shall work under the direct supervision of the Finance & Administrative Project Officer and provide comprehensive administrative support to project areas and activities assigned to them.

The incumbent is required to demonstrate a considerable degree of independence in forecasting, monitoring and resolving administrative issues in the assigned project areas and activities, as well as the ability to do so timely and in strict conformity to UNESCO administrative and human resource policies, as well as, where applicable, to the national legislation.

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 tointeract effectively with different stakeholders inside and outside the Organization.
• Thorough knowledge of administrative rules, policies, processes and procedures gainedthrough extensive experience in a related area.
• Proven skill in managing a complex and demanding workload and accomplishing work through others.
• Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.

Languages

• Excellent knowledge (written and oral) of English.

Source: https://careers.unesco.org/job/Ukraine-Senior-Administrative-Assistant/797169402/