• Title: Administrative Assistant
• Domain: Administration
• Grade: G4
• Post Number: 5MABFM0703RP
• Organizational Unit: UNESCO Rabat Office 
• Duty Station: Rabat, Morocco
• Type of contract: Fixed-Term 
• Recruitment open for: Only candidates entitled to work in Morocco can apply for this post
• Annual salary: Approx. 156,086 Moroccan Dirhams
• Deadline (midnight, Rabat time): 08 May 2018

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

Overview of the functions of the post 

Under the overall delegated authority of the Director of the Rabat Office, and the direct supervision of Finance and Administrative Officer, 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 tasks: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. Draft routine correspondence, memorandums and reports in accordance with standard office procedures.

Finance and Budget:

• Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures.
• Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications are complete and properly filed.
• Provide information, explanations and guidance on basic rules and procedures.
• Act as bank focal point and carry on the reconciliation and followup on bank documents.
• Act as a certifying up to the pre-established limit responsibilities.
• Verify transactions and check data/figures; identify and correct errors/anomalies and assist to input corrective action.
• Assist in preparation of budget, check completeness, accuracy and compliance of documentation. 
• Assist in the production of a variety of financial reports and statistics, and HR related matters. 

Logistics:

• Maintain and monitor stock levels of various supply items. 
• 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.

Competencies 

A successful candidate will be required to demonstrate the following competencies:

• Core Competencies
• Accountability 
• Communication 
• Teamwork
• Innovation
• Results focus
• Planning and organizing
• Knowledge sharing and continuous improvement 

For detailed information please consult the UNESCO Competency Framework 

Required qualifications

Education

Completed secondary and/or vocational education. 

Work Experience

• Minimum 3 years of relevant work experience in administrative or finance-related tasks at national level and/or in an international environment.

Skills and competencies 

• Good interpersonal skills; strong service orientation and ability to deal efficiently with partners at different levels. 
• Ability to analyse, interpret financial data, and monitor budgets.
• Ability to take initiatives, establish priorities and monitor own work plans. 
• Ability to provide efficient, quality and timely support and capacity to work efficiently under pressure. 
• Sense of integrity, confidentiality, commitment and reliability. 
• Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.

Languages

• Excellent knowledge of Arabic and French.  
• Working knowledge of English. 

Desirable qualifications 

Education

• Specialized training or courses in one or more of the following disciplines: administration, finance, accounting and/or procurement or any other relevant discipline.

Work Experience

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

Assessment 

An assessment exercise may be used in the evaluation of candidates.

How to apply?

To apply, please send your application letter, UNESCO CV available on this link: http://www.unesco.org/new/fileadmin/MULTIMEDIA/FIELD/Rabat/images/CI/20180123CvUNESCO.doc, in English by email: recrutement-rabat(at)unesco.org. Please label the subject line “Administrative Assistant”

Application should be send to UNESCO RABAT Office before 08 May 2018 midnight (Rabat Time). 

Due to the large number of applications received, only applicants short-listed for interview will be contacted.

Benefits and entitlements 

UNESCO’s salaries are calculated in Moroccan Dinars and exempt from income tax. Other benefits include: 30 days annual leave, family allowance, pension plan and medical insurance. More details can be found on the ICSC Website.

Please note that UNESCO is a no-smoking Organization.