Administrative and Finance Assistant

OVERVIEW

Post Number : IOC/PA 022

Grade : G-5

Parent Sector : Intergovernmental Oceanographic Commission (IOC)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 17-JAN-2022

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

Only candidates who are entitled to work in France can apply to this position

Duration of contract: 1 year with possibility of extension subject to availability of funds and satisfactory performance
 

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall supervision of the Head of Section, Marine Policy and Regional Coordination and the Direct supervision of the Project Coordinator (PC) and Deputy Project Coordinator, the Administrative and Finance Assistant will support the Project Coordinator (PC) in the overall implementation of The Global Environment Facility (GEF) International Waters Learning Exchange and Resource Network (IW:LEARN5 project).

In particular, the Officer will:

Project Management

• Support the Project Coordinator (PC) in the day‐to‐day implementation of IW:LEARN’s work plan and budget based on the Project Documents.
• Handle all administrative (contractual, organizational and logistical) and all accounting (disbursements, record‐keeping, cash management) matters under the project, by:
  • Organizing control of budget expenditures by preparing payment documents and compiling financial annual reports.
  • Ensuring full compliance of financial processes and financial records with UNDP and UNEP and UNESCO rules, regulations, policies and strategies as well as with project specific requirements (as communicated with the Project Coordination Unit PCU);
  • Organizing and coordinating the procurement of services and goods under the project;
  • Reviewing contract deliverables and payment schedules for all Partners and contractors and notify them and the PC of any upcoming or past deadlines for invoices, etc.;
  • Preparing budget revisions with the Project Steering Committee (PSC);
  • Managing all project shipping matters, including liaising with appropriate channels, national governments and agencies on custom and duty charges;
  • Acting on telephone inquiries, fax, post and e‐mail transmissions, and coordinating appointments, where necessary;
  • Monitoring the progress of the project activities (including through regular update of a project shadow budget mapped from executing agency budget codes), and in ensuring compliance with applicable procedures.

Technical Support to Project Activities

• Serve as the lead assistant to provide technical support for implementation of all face-to-face events in Component 1 (Training/Dialogue/International Waters Conference (IWC), Component 2 (Data and Information) and Component 3 Small Island Developing States (SIDS) under the lead to the Deputy Project Coordinator, where appropriate, by:
• • Maintaining participant databases and event registrations;
  • Helping to prepare and negotiate host country agreements for all in-person events in countries, including facilitating approval in-house approval processes
  • Preparing and sending logistical communications to participants; answering information queries; keeping event websites current and producing and distributing event promotional materials to appropriate audiences;
  • Liaising with event venues on event requirements, arrangements, equipment etc.;
  • Preparing online meeting platforms including scheduling events, communicating connection information with participants and supporting the project team to conduct online meetings (including addressing participant connection issues)
  • Preparing event procurement negotiations;
  • Preparing thank you letters to host countries, agencies, speakers, presenters, participants and others, as necessary; 
  • Supporting post‐event content and evaluation report development and compiling event presentations and other knowledge content for posting onto the project website; and

• Supporting project knowledge management and communications efforts, in part by:
  • Maintaining event pages for all face-to-face events on the project website;
  • Helping to support face-to-face event implementation with outreach material preparation

Logistical Support to the Project Technical Activities

• Coordinating project and organize event participant travel (tickets, accommodation, visa support, Daily Subsistence Allowance (DSA) and any other logistical issues that may arise;
• Support other members of the Project Coordinating Unit to ensure project outputs are achieved as identified in the UNDP Project Documents and as advised and instructed by the Project Coordinator. Such support would particularly focus on assisting the Project Coordinator and Deputy Project Coordinator with the production of project outreach and marketing materials.
• Ensure all project documentation (progress reports, consulting and other technical reports, minutes of meetings, etc.) are properly maintained in hard and electronic copies in an efficient and readily accessible filing system, for when required by IOC-UNESCO, UNDP, UNEP, project consultants and other PCU staff;

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary education and/or technical or vocational education in administration, finance, communications or a related field.

Work experience

• At least five years of relevant work experience in administrative and financial support.
   

Skills/Competencies

• Excellent coordination skills;
• Excellent writing, editing, and oral communication skills in English;
• Demonstrated proficiency in use of finance modules of ERP such as SAP;
• Demonstrated ability to conceptualize, analyse, compile and synthesize information in coherent and succinct formats;
• Demonstrated proficiency in use of office equipment with computer literacy in Microsoft Office with excellent Microsoft Excel skills
• High attention to detail, excellent time management skills, and demonstrates a high level of organisation in work;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Languages

• Excellent knowledge (written/spoken) of English and good knowledge of French is an asset.

DESIRABLE QUALIFICATIONS

Education

• Tertiary education diploma. 
• Degree in business administration, finance, communications.
• An accredited general accounting designation is an asset.

Work experience

• Demonstrated experience in financial/administrative support to local, national and international organizations, including support to non‐for‐profit organizations and NGOs;

Skills/Competencies

• Familiarity with United Nations.

Languages

• Knowledge of another UNESCO official languages (Arabic, Chinese, French, Russian or Spanish).

BENEFITS AND ENTITLEMENTS

SELECTION AND RECRUITMENT PROCESS

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