Administrative Assistant

OVERVIEW

Post Number : 3CUADM0702RP

Grade : G-4

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Havana

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) : 14-DEC-2023

 

 

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

 

Applicants must be entitled to work and live in Cuba

 

 

HOW TO APPLY

 

Interested candidates are kindly requested to apply and submit the following documents (in English):

 

1. A letter of interest explaining how your qualifications and experience make you suitable for the position.
2. Curriculum Vitae or Resume, including the Educational and Training Certificates.
3. The contact details of three references.  

 

Your application should be submitted by e-mail to h.rodriguez-antunez@unesco.org, no later than 14th, December 2023, 23:59 Hrs., Paris Time.

 

OVERVIEW OF THE FUNCTIONS OF THE POST

 

Under the overall authority of Director/Head of the Office and the direct supervision of the Finance and Administrative Officer, the incumbent provides administrative and support services in compliance with the UNESCO rules and regulations, practices, standards, and procedures to support the operations and management of the Office.

 

Main responsibilities include:

 

 

GENERAL ACCOUNTABILITIES

• Acts as certifying officer up to the authorized level delegated by the CFO.
• Drafts and prepares routes correspondence, memoranda, and non-substantive reports.
• Maintains confidential and general files and establish reference systems and monitoring.
• Assists in the preparation of budgetary and financial reports, statistics, or projections for use of managers.
• Reviews draft reports, verify overall accuracy, consistency, and uniformity in presentations. Cross-check consistency of figures.
• May assist to supervise activities related to office maintenance, security, transport, and similar services.
• Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.

Long Description

FINANCE ACCOUNTABILITIES

• Assists and informs the AO on financial status, by using  the management information system and reporting
• Codes, records, and reconciles accounting transactions
• Verifies process payments.
• Maintains specific accounts, calculates, and compiles financial data, prepares routine reports.
• Generates expenditure reports from SAP.
• Provides assistance and guidance to staff on basic financial procedures, on requirements related to payments, and on banking and currency provisions.
• Is the bank focal point, in charge of reconciliation.
• Follows up on bank documents.

Long Description

BUDGET ACCOUNTABILITIES

• Monitors and controls commitments and expenditures
• Prepares detailed cost estimates and other data for use in budget analysis and proposals
• Keeps track of budget levels and alerts AO and concerned managers to avoid potential shortfalls in funds. (Validates information and identifies any errors or irregularities)
• Generates expenditure reports from computerized information system databases. Compiles financial data.
• Assists in the preparation, cost estimation and finalization of budget reports, carry out preliminary     analysis of variances between budgets and actual expenditures and cross-checking consistency of figures.
• Reviews overall accuracy and consistency of draft reports. Cross-check consistency of figures.
• Identifies any other anomalies, errors, alerts AO and undertakes transactions to correct errors/omissions.

Long Description

HR ACCOUNTABILITIES

• Assists the AO in HR Administrative matters 
• Drafts documents for personnel actions, follows up on coming HR actions maintains data base.
• Drafts routine documents for personnel actions; retrieves HR related data from STEPS, TULIP etc.
• Processes salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures.
• Provides assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures and on issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation in accordance with requirements by the Organization and host country; (liaise with Ministry of Foreign Affairs).
• Assists in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinates interview schedules, prepares agenda and documentation.

PROCUREMENT AND TRAVEL

• Shipment: makes arrangements, assist and advise on shipping; liaise with customs.
• Procurement: assists in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers. 
• Travel: assists and provides guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances. 
• Assists in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.

 

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) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

 

EDUCATION

 

• Completed secondary, technical or vocational school diploma.

 

WORK EXPERIENCE

 

• Minimum of three (3) years of relevant work experience in administration, finance or related area.

SKILLS AND COMPETENCIES

 

• Computer skills for word processing, spread sheets and ERP tools; Knowledge of SAP will be an advantage.
• Interpersonal skills: professionalism, integrity and team spirit.
• Good writing and oral communication skills for reporting and stewardship.
• Highly organized with the ability to prioritize tasks and file documents for obvious reasons.
• Ability to build constructive internal and external working relationships.
• Ability to work independently under general guidance, and to exercise initiative and judgement.
• Analytical Skills.

 

LANGUAGES

 

• Excellent knowledge (spoken and written) of Spanish and very good knowledge of English

 

DESIRABLE QUALIFICATIONS

 

EDUCATION

 

• Bachelor’s degree in Accounting, Finance, Economics, or related area.
• Training in Procurement.

 

WORK EXPERIENCE

 

• Relevant experience within the United Nations System;
• Experience working with an Enterprise Resource Planning system (ERP).

 

LANGUAGES

 

• Knowledge of another official language of UNESCO (Arabic, Chinese, French and/or Russian).

 

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 14.605 US$ (Gross salary).

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.