ADMINISTRATIVE ASSISTANT

Under the overall authority of the Assistant Director-General for Culture, the general supervision of the Chief of the Executive Office, and the direct supervision of the Chief Administrative Officer, the incumbent provides financial and administrative services in full compliance with the UNESCO rules, regulations and procedures to  support the planning, the implementation and the management of regular programme, special accounts and extra-budgetary projects of the Culture Sector towards the implementation of its programmes and Conventions, and conducts related reporting activities.

In particular, the incumbent will\:

• General Accountabilities\: act as Certifying Officer within the delegated authority regarding any commitments related to the approved programme and budget; review contract files in accordance with the UNESCO rules, regulations and procedures using the financial and budgetary system; provide guidance and interpretation on administrative rules and procedures; liaise with Corporate services to obtain or provide information/clarifications and resolve problems; assist in the preparation of budgetary and financial reports, statistics or projections, correspondence, briefings and tables and ensure a filing system.
• Finance Accountabilities\: report on the financial status of programmes  and projects; verify contract files and process requests for payments/claims; seek clarifications when required; ensure regular follow-up of unliquidated obligations, proceed with closure contracts, undertake administrative action with Corporate services and Programme staff; calculate and compile financial data, alert of any errors/omissions observed and undertake corrective actions; provide assistance and guidance on basic financial procedures.
• Budget Accountabilities\: review the budget for extra-budgetary projects and special accounts in light of project proposals, agreements, amendments, governing bodies’ decisions, and in accordance with the financial regulations; monitor allocations, allotments, commitments and expenditures, provide assistance and guidance in the support provided to the Secretariats of the Conventions, in the preparation of budgets, project and budget documents, workplans, cost estimates, cost recovery, decentralizations, etc.; alert of any errors/anomalies and undertake corrective actions.
• Logistics\: Assist and provide guidance in matters related to Procurement, travel, organization of meetings, preparation of submissions to the Contracts Committee, in the management of the Sector’s general operating expenses, equipment, space allocation, security and other services.

EDUCATION

• Completed secondary, technical/vocational education.

WORK EXPERIENCE

• At least five (5) years’ relevant professional experience in accounting, finance, administration, law or related areas in an international environment.

SKILLS/COMPETENCIES

• Very good 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 orientation and ability to deal efficiently with partners at different levels within and outside the Organization.
• Discretion, tact, diplomacy.
• Ability to work as part of a team, in a multicultural environment, and provide efficient, quality and timely support and services, and capacity to work efficiently under pressure.
• Good IT skills, including office software such as Word, Excel, PowerPoint and Outlook.

LANGUAGES

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

EDUCATION

• Specialized training or courses in one or more of the following disciplines\: accounting, finance, administration, law, economics or other related areas.

WORK EXPERIENCE

• Relevant experience in the UN System or other international organizations.

SKILLS/COMPETENCIES

• Knowledge of UNESCO’s policy and practices, rules and regulations.
• Knowledge of UNESCO’s financial, administrative and informatics tools (FABS, STEPS, DUO, and SISTER).
• Knowledge of Cultural Conventions and their Special Accounts.

LANGUAGES

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