Administrative Assistant (SC)
Parent Sector : Communication and Information Sector (CI)
Duty Station: Paris
Job Family: Administration
Type of contract : Non Staff
Level : Level 3
Duration of contract : From 1 to 6 months
Recruitment open to : External candidates
Application Deadline (Midnight Paris Time) : 30-SEPT-2020
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France may apply to this position.
(Duration of contract: 3 months with possible extension subject to availability of funds and satisfactory performance.)
Under the overall authority of the Assistant Director-General for Communication and Information and the direct supervision of the Finance and Administrative Officer, the Service Contract holder shall contribute to the work of the Administrative Unit by providing budgetary, financial and administrative services in compliance with the UNESCO rules and regulations towards the implementation of the Sector’s programmes, projects and activities. In particular, the Service Contract holder shall:
- Act as Certifying Officer within the delegated authority in the examination and approval of any commitments for all programme of CI as per the approved workplans and budget in accordance with the UNESCO Financial rules; review and process contract files, meetings files, travel requests, payment requests and claims by checking the accuracy of the supporting documents in compliance with the UNESCO rules, regulations and procedures and provide guidance on administrative rules and procedures to Programme staff.
- Provide assistance and guidance to CI programme specialist and assistants in the administration of contracts, agreements, amendments, purchase, internal reports, cost estimates, budget, decentralization, and recommend modifications and improvements in accordance with UNESCO's rules, regulations and procedures.
- Regularly monitor allocations, allotments, commitments, and expenditures, track budget levels and alert programme specialist of potential shortfalls in funds, financial obligations, and unliquidated obligations (ULOs) using the financial and budgetary system (SAP), and take actions as agreed with the Supervisor to proceed with closure and liquidation of ULOs as appropriate; compile data and liaise with Corporate services to obtain or provide information and/or clarifications and resolve problems.
- Provide assistance to the Supervisor in drafting correspondence, in collecting and organizing information and data to be prepared in the required format for updates, internal reports, tables, briefs, and other documents, reviewing accuracy of tables, cross-checking consistency of figures, ensure proper filing and electronic system, assist in procurement processes, preparation of purchase orders and requisitions, organization of meetings, as well as alert the supervisor of any errors/omissions observed, etc.
Education
- Completed secondary education, technical or vocational education.
- Specialized educational certificate or diploma in the field of accounting, finance, or administration.
Work Experience
- A minimum of 5 years of relevant work experience in accounting or administration.
Skills and Competencies
- Strong command of IT skills (MS Office Excel, Word, PowerPoint, Outlook, etc.).
- Good organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure.
- Discretion, initiative and service oriented to provide quality and timely support and services.
- Good communication and interpersonal skills.
- Ability to work as part of a team, in a multicultural environment.
Languages
- Excellent knowledge of English or French and good knowledge of the other language.
Work Experience
- Relevant professional work experience in a similar position or performing similar functions.
Skills and Competencies
- Familiarity with the work and the functioning of the UN system or other international organizations.
- Knowledge of ERP Systems such as SAP.
Languages
Knowledge of other official UNESCO languages (Arabic, Chinese, Russian or Spanish).
Application Procedure
Interested candidates must complete the on-line application and complete the Employment History form (Word file), and attach a personal CV.
Assessment
A written assessment may be used in the evaluation of candidates
Only candidates who are entitled to work in France may appy to this position.
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.
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.
