ADMINISTRATIVE ASSISTANT

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UNESCO - United Nations Educational, Scientific and Cultural Organization

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Application deadline 2 years ago: Tuesday 31 Aug 2021 at 23:59 UTC

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Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 2,073 USD.

Salary for a G-5 contract in Quito

The salary of a G-5 depends on the duty station. The minimum salary there is 2,073 USD Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

More about G-5 contracts.

**OVERVIEW** ------------ Post Number : 3ECADM0703RP Grade : G-5 Parent Sector : Sector For Administration and Management (ADM) Duty Station: Quito Job Family: Administration Type of contract : Fixed Term Field Duration of contract : 2 years Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 31-AUG-2021 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **ONLY CANDIDATES ENTITLED TO WORK IN ECUADOR CAN APPLY** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall delegated authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer, the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures. **General Accountabilities** - Draft and prepare routine correspondence, memoranda and non-substantive reports; - Maintain confidential and general files and establish reference systems; - Assist in the preparation of budgetary and financial reports, statistics or projections for managers' use; - Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures; - Oversee activities related to office maintenance, security, transport and similar services; - Provide guidance and interpretation on non-complex administrative rules, regulations and procedures. **Finance and Budget Accountabilities** - Act as certifying officer up to the authorized level delegated by the Chief Financial Officer (CFO); - Assist and inform the supervisor on financial status, by using management information systems and reporting; - Code, record and reconcile accounting transactions; - Generate expenditure reports from the automated systems; - Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions. - Monitor and control commitments and expenditures; - Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures; cross check consistency of figures. Long Description ---------------- **HR Accountabilities** - Assist in HR administrative matters; - Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database; - Retrieve and analyse HR-related data from automated systems; alert the supervisor of incosistencies/ errors and propose corrective action; - Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures; - Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; - Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process. **Logistics** - Shipment: make arrangements, assist and advise on shipping; liaise with customs; - Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers; - Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances; - Assist in all security related matters. Liaise and cooperate with UNDSS on matters related to safety and security. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- **Education** - Completed secondary, technical or vocational school. **Work Experience** - Minimum five (5) years of relevant professional experience in administrative support tasks. **Skills and competencies** - Good organizational and coordination skills and ability to plan, coordinate and monitor work-plans. - Ability to set priorities and capacity to work effectively under pressure. - Ability to work as part of a team, to take initiatives and provide quality and timely support and services. - Team-spirit/Open personality and capability of creating good inter-personal relations. - Discretion, loyalty and diplomacy. - Commitment and reliability. - Good IT skills, including MS Office (Windows, Office Suite, Teams, etc.). **Languages** - Excellent (oral and written) knowledge of English and/or Spanish, and good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ---------------------------- **Education** - University degree in Public/Business Administration or related fields; - Training/certification in accounting, finance or administration. **Work Experience** - Experience in international organizations or United Nations agencies. **Skills and competencies** - Knowledge of SAP or similar ERP system; - Knowledge of UN rules and procedures as well as administrative practices. **BENEFITS AND ENTITLEMENTS** ----------------------------- UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc. For more information in benefits and entitlements, please consult [ICSC website.](https://icsc.un.org/) **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.](https://careers.unesco.org/careersection/2/joblist.ftl) 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. **Footer** ---------- 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)](https://en.unesco.org/careers/geographicaldistribution) 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.

Added 2 years ago - Updated 2 years ago - Source: careers.unesco.org