Recruitment notice: ADMINISTRATIVE ASSISTANT NEEDED AT UNESCO

PRINCIPAL ADMINISTRATIVE ASSISTANT.
Job number: 6CMADM0703RP

Grade: G-6

Sector: Administration and Management Sector (ADM)

Duty station: Yaounde

Job family: Administration

Type of contract: Fixed-term appointment – Field Office

Duration of contract: 2 years, renewable

 

 

 

Recruitment open to: Internal and external candidates

Closing date for applications (midnight Paris time): 17-APR-2023

UNESCO core values: Commitment to the Organization, integrity, respect for diversity, professionalism

Only candidates authorized to work in Cameroon can apply for this position

 

SUMMARY OF POSITION DUTIES
 

Under the general authority of the Director of the UNESCO Multisectoral Regional Office for Central Africa and under the direct supervision of the Financial and Administrative Officer, the incumbent provides a series of administrative support services in accordance with UNESCO rules and regulations , practices, standards and procedures.

The incumbent provides high level support in dealing with a range of specialist areas and plays a leadership role in these areas. The incumbent independently consolidates data and prepares reports, non-routine correspondence and documentation, ensures the operation of internal control systems and ensures that the financial resources and expenses of the office are accounted for in a complete and adequate. The incumbent’s work has a direct impact on the quality of services provided by the Administrative Unit.

 

 

GENERAL RESPONSIBILITIES

Act as a certifying agent up to the authorized level delegated by the CFO;
Provide guidance and interpretation on non-complex administrative rules, regulations and procedures;
Advise on routine operational and technical transactions;
Recommend changes and improvements related to processes and systems in order to successfully support the Administration and perform financial monitoring and control;
Interpret provisions and provide advice on complex and non-recurring issues;
May oversee activities related to office maintenance, security, transportation and similar services.

 FINANCIAL RESPONSIBILITIES

Ensure that the financial resources and expenditures of the Office are fully and correctly accounted for and that internal control systems are adequate and functioning; schedule payments and disbursement of funds;
Ensure accurate and timely processing of assigned accounts, develop budget forecasts and control expenditures, participate and provide advice in the preparation of financial statements and budgets;
Assist in the preparation and coordination of financial activities within the framework of PR funds and voluntary contributions;
Compile and consolidate data from various sources into financial statements, prepare worksheets;
Control expenses, review payments and reconcile accounts;
Investigate anomalies and erroneous charges and take corrective action;
Provide assistance and guidance in undertaking coding and data entry tasks and extracting information, to produce reports from iRIS, SISTER or other online financial systems.

BUDGETARY RESPONSIBILITIES

Prepare and communicate PR and Voluntary Contributions budget reports;
Assist and advise on planning and budgeting and recommend changes;
Prepare budget proposals and cost estimates and ensure data is correct;
Identify irregularities and initiate transactions to correct errors/omissions.

HR RESPONSIBILITIES

Handle non-routine or complex cases, prepare documents/correspondence for staff actions based on oral instructions and previous experience;
Follow up on upcoming HR actions and oversee the maintenance, updating and cleaning of the database;
Establish contracts for non-employees, advise on recruitment process and entitlements;
Liaise with central departments (ADS, HRM, BFM, etc.) to discuss and obtain additional information, clarifications and interpretation of policies.

SKILLS (Fundamental / Managerial)
Responsibility (F)
Communication (F)
Innovation (F)
Sharing of knowledge and constant desire for improvement (F)
Planning and organization (F)
Culture of results (F)
Teamwork (F)
Professionalism (F)
For more information, please consult the Competency framework of the UNESCO.
REQUIRED QUALIFICATIONS EDUCATION  Completed secondary, technical or vocational diploma PROFESSIONAL EXPERIENCE At least 8 years of progressive professional experience in the field of administration, human resources, finance and purchasing; SKILLS AND COMPETENCIES Good interpersonal and communication skills, including preparing correspondence and proofreading documents;
 

Excellent analytical and technical skills;
Good planning and coordination skills. Demonstrated ability to prioritize and organize own work.
Ability to take initiative and provide quality and timely support and services.
Ability to identify errors or irregularities and to propose corrective actions.
The ability to work in a team ;
Good computer skills, including knowledge of ERP systems.

LANGUAGES

Excellent knowledge (written and spoken) of French or English and good knowledge of the second language.
DESIRED QUALIFICATIONS

EDUCATION

Bachelor’s degree or equivalent in the field of administration, business law, business administration, finance or equivalent professional experience.

WORK EXPERIENCE

Work experience within the United Nations system or another international development organization.
Work experience in a multicultural environment.

SKILLS AND COMPETENCIES

Knowledge of SAP.

LANGUAGES

Knowledge of Spanish and/or Portuguese will be an asset.

SALARIES AND ALLOWANCES
UNESCO salaries consist of a basic salary and other benefits which may include, where applicable: 30 days of annual leave, family allowance, medical insurance, pension plan,

For more information on salaries and allowances, please see our Guide to Staff Salaries and Allowances.