Administrative Assistant (Culture)

OVERVIEW

Parent Sector : Culture Sector (CLT)

Duty Station: Paris

Job Family: Administration

Type of contract : Non Staff

Level : Level 3

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 20-JUN-2021

 

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

 

Long Description

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

OVERVIEW OF THE FUNCTIONS OF THE POST

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 Senior Finance and Administrative Officer, the incumbent provides financial and administrative services in full compliance with UNESCO’s rules, regulations and procedures to support the planning, implementation and management of the regular programme, special accounts and projects financed by voluntary contributions towards the implementation of the programmes and Conventions of the Culture Sector. The incumbent will also contribute to the related reporting activities.

 

The incumbent shall perform the following tasks:

 

Budget and Finance:

• Support the Administrative and Finance Officer in the preparation of documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals.
• Assist in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures, notably by extracting information and generating expenditure reports from computerized information system databases; assist in preliminary analyses of the extracted information and the reports generated, and highlight areas of concern for the attention of the Administrative Officer.
• Prepare draft financial reports, verifying overall accuracy, consistency and uniformity in the presentation, and ensuring comprehensiveness and compliance with the format prescribed; cross-check consistency of figures in tables with the text of the reports, and verify references to other reports and documents, bringing errors to the attention of the Administrative Officer; ensure that all necessary corrections are incorporated in the reports.

Long Description

Human Resources:

• Support the Administrative and Finance Officer in the management of staff and non-staff contracts, notably by reviewing requests from the Culture Sector’s Entities to establish new contracts, consolidating them in view of the internal approval process, anticipating on contracts end dates, assisting in ensuring compliance with UNESCO’s internal rules and procedures.
• Prepare associated documents/correspondence for personnel actions following the guidance of the Administrative and Finance officer.
• Proactively follow-up on Human Resources actions submitted for the internal approval process.

 

General Administration:

• Keep up-to-date documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with the Culture Sector's convention recommendations and decisions as well as with UNESCO policies and procedures. 
• Provide assistance in the management of office spaces, including in view of the administrative organization of moving within the Sector.
• Draft routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Maintain and keep up-to-date files.
• Provide administrative support to the Administrative Officer, as required.

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

Education

• High school diploma or equivalent. Supplementary courses/training in administration, accounting, finance, or other relevant field is an advantage.

 

Work Experience

• A minimum of five years of experience in accounting, finance, administration or related areas in an international environment.

Long Description

Skills/Competencies

• Experience with finance modules of ERP such as SAP.
• Ability to process financial, budgetary and other administrative records, to substantiate, clarify and negotiate solutions to budgetary issues with counterparts.
• Very good analytical and problem-solving skills, good sense of judgement and capacity to support sound financial and budgetary practices.
• Good organizational and coordination skills, ability to take initiative, 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 with proficiency in the use of MS Office (Outlook, Word, Excel, etc.).

 

Languages

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

DESIRABLE QUALIFICATIONS

Education

• Specialized training or course in one or more of the following disciplines: administration, finance, accounting and/or procurement.

 

Work Experience

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

 

Skills/Competencies

• Good knowledge of UNESCO's financial and administrative rules, regulations, procedures and standard practices.
• Knowledge of UNESCO's Culture Programme, Cultural Conventions and their Special Accounts.

 

Languages

• Knowledge of other UNESCO official language (Arabic, Chinese, Russian, Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries are calculated in US dollars and exempt from income tax. They consist of a basic salary and a post adjustment which reflects the cost of living in a particular duty station and exchange rates.

Other benefits include: 30 days annual leave, family allowance, home travel, education grant for dependent children, pension plan and medical insurance.  More details on the ICSC Web site.

Please note that UNESCO is a non-smoking Organization.

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 applies a zero tolerance policy against all forms of harassment.

UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) 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.