Administrative Assistant

Duration of contract: 1 year with the possibility of extension subject to availability of funds and satisfactory performance.

Only candidates who are entitled to work in France may apply to this position.

OVERVIEW OF THE FUNCTIONS OF THE POST

The Communication and Information Sector’s mission is to promote freedom of expression, media development and media literate societies, and to build knowledge societies through fostering universal access to information, innovation for sustainable development and the preservation of documentary heritage. (The role of this vacant position does not include responsibility for UNESCO’s wider external communications, which is managed by the Division for Communications and Public Engagement.)

Under the overall authority of the Assistant Director-General for Communication and Information (ADG/CI), and the direct supervision of the Finance and Administrative Officer, the incumbent provides financial and administrative services in full compliance with the UNESCO rules, regulations and procedures to support the planning, implementation and management of regular programme funds, and projects funded by voluntary contributions of the Cl Sector, in particular the Section for Freedom of Expression and Safety of Journalists (CI/FMD/FEJ), towards the implementation of its programmes.

General Accountabilities:

• 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 and cross-check consistency of figures.
• Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.

Financial Accountabilities:

• Assist and inform the supervisor on financial statuses, by using management information systems and reporting.
• Record and reconcile accounting transactions.
• Verify and process payments and budgetary transactions.
• Travel: assist and provide guidance in the preparation of travel plans, review travel claims, prepare travel orders and issue travel advances.
• Maintain specific accounts, calculate and compile financial data and 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 currency provisions.
• Verify contractual files and supporting documents, partner roles, responsibilities, deliverables, mandatory reporting and assurance mechanisms, funds transfer modalities and conditions for collaboration.
• Carry out control checks on all contracts and funds reservations to ensure proposed commitment complies with policy, procedures and administrative process details, and steps are followed.

Budget Accountabilities:

• 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 identifying any errors or irregularities).
• Generate expenditure reports from automated information system databases, compile budget data and prepare ad-hoc reports.
• Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures, and cross check consistency of figures.
• Review overall accuracy and consistency of draft reports and cross-check consistency of figures.
• Identify any other anomalies and errors, alert the supervisor and undertake transactions to correct errors/omissions.
• Respond to enquiries and follow-up on funding or contractual initiatives.

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

• Provide back-up assistance to other AO assistants in their absence.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical or vocational education.
• Diploma or certification in accounting, finance or administration.

Work Experience

• At least five (5) years of relevant work experience in the areas of accounting, finance or administration.

Skills/Competencies

• Excellent analytical and problem-solving skills.
• Good organizational and coordination skills, ability to take initiatives, establish priorities and monitor own work plans.
• Excellent communication and interpersonal skills, strong service/client orientation and ability to deal efficiently with partners at different levels within and outside the Organization.
• Attention to detail, discretion, tact and diplomacy.
• Ability to work as part of a team, in a multicultural environment, and provide efficient, quality and timely support and services.
• Capacity to work efficiently under pressure and flexibility to adjust work schedules.
• Excellent IT skills, including office software such as Word, Excel, PowerPoint and Outlook.

Languages

• Excellent knowledge of English or French and good knowledge of the other language.

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 43 734 Euros.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

Application Deadline (Midnight Paris Time) : 10-JUNE-2024 (EXTENDED)