Administrative Assistant

OVERVIEW

Post Number : 6EED 0712RP

Grade : G-4

Parent Sector : Education Sector (ED)

Duty Station: Nairobi

Job Family: Administration

Type of contract : Fixed Term Field

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 07-MAY-2024

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

(Only candidates who are entitled to work in Kenya may apply to this position).

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer or Senior Finance and Administrative Assistant, as applicable, the incumbent is involved in the completion of standard administrative support activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent provides administrative and support services in processing transactions, control and maintenance of accounts and databases, and preparation of routine reports, correspondence and administrative documentation.

The incumbent will carry out the following responsibilities:

Long Description

General Accountabilities:

Assist in the preparation of documents/reports.

Compile, verify and maintain records of transactions and Office activities.

Classify and code material relating to a number of subject areas and maintains general office files.

Search Office files and records relating to a variety of topics for information and reference from automated systems.

Select information and record in correspondence, technical papers, project/ programme plans and general reference documents.

Draft routine correspondence, cables, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.

Long Description

Finance Accountabilities:

Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures.

Provide information, explanations and guidance on basic rules and procedures.

Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications are complete and properly filed.

Act as bank focal point; carry on the reconciliation and follow up on bank documents.

Ensure that monthly bank statements of accounts of the Office are received on time for the monthly closing of accounts.

Make disbursement from petty cash; ensure that all necessary receipts are provided and keep updating the register of petty cash.

Long Description

Budget Accountabilities:

Register actions/data; do non-complex corrections in systems.

Verify transactions and check data/figures; identify and correct errors/anomalies and assist to input corrective action in IRIS, SISTER etc.

Assist in preparation of budget, check completeness, accuracy and compliance of documentation.

Assist in the production of a variety of financial reports and statistics related to regular and extra budgetary funds.

Extract data and information from the automated financial and programmatic systems (IRIS; SISTER etc.) and prepare standard reports.

HR Accountabilities:

Extract data from automated systems or other sources and prepare documents for processing; maintain and update database and follow up on personnel files.

Draft routine correspondence and memoranda based on previous examples and templates.

Assist staff members and their dependents by processing requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with requirements of the organization and the host country.

Collect applications for vacancies and conduct reference checks.

Coordinate interview schedules, prepare agenda and documentation.

Logistics:

Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.

Check documents by verifying purchase orders and check the comparative quotations.

Follow up on requests by tracking and collecting orders (goods and services), check that goods and services are received according to the terms of the Pro forma (time, quantity, quality).

Maintain and monitor stock levels of various supply items. Maintain, update and transmit inventory records of non-expendable equipment to BFM.

Liaise with companies and different host country’s administration.

Follow up air tickets purchase and payments, prepare travel authorizations and assemble information pertinent to the purpose of travel; track security certificates. Make travel and hotel reservations.

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

COMPETENCIES (Core / Managerial)

Accountability (C)

Communication (C)

Innovation (C)

Knowledge sharing and continuous improvement (C)

Planning and organizing (C)

Results focus (C)

Teamwork (C)

Professionalism (C)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

Completed secondary, technical and/or vocational education.

Work Experience

At least 3 (three) years of professional experience in finance, administration, or related area.

Skills and competencies

Good interpersonal and communication skills, including drafting skills.

Good organizational and coordination skills.

Accuracy and attention to detail.

Capacity to deal efficiently and tactfully with internal and external partners in a multicultural environment.

Client focused and team oriented.

Ability to deal with complex situations and flexibility to adjust work schedules.

Discretion and professional integrity.

Good knowledge of IT skills (Outlook, Word, Excel, PowerPoint, etc.).

Languages

Excellent knowledge (spoken and written) of English language.

DESIRABLE QUALIFICATIONS

Education

Specialized training/certification in the area of administration, finance, project or office management.

Work experience

Experience in the United Nations system or similar international organisations.

Languages

Knowledge of other UNESCO official languages (Arabic, Chinese, French, Russian or Spanish).

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 1 561 842 Shilling.

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

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.