Administrative Assistant

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 1,440 USD.

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.

**OVERVIEW** ------------ Post Number : 6ETEDPA017CB Grade : G-5 Parent Sector : Education Sector (ED) Duty Station: Addis Ababa Job Family: Administration Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 10-FEB-2021 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **(Only candidates who are entitled to work in Ethiopia may apply to this position)** **Duration of contract: 1 year with possibility of extension subject to availability of funds and performance.** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall authority of the Director of the International Institute for Capacity Building in Africa (IICBA) and direct supervision of the Finance and Administrative Officer, the incumbent shall serve as Administrative Assistant in the Administration unit and shall assist in the execution of the administrative functions of IICBA in ensuring application and compliance with the rules, regulations, policies and practices of UNESCO are in place. Specifically, s/he shall: Long Description ---------------- **1. General:** - Act as certifying officer up to the authorized level delegated by the Chief Financial Officer (CFO). - 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 supervisors’/managers' use. - Assist in overseeing activities related to office maintenance, security, transport and similar services. - Provide guidance and interpretation on non-complex administrative rules, regulations and procedures. **2. Finance :** - Assist and inform the supervisor on financial status, by using management information systems and reporting. - Code, record and reconcile accounting transactions, verify and process payments. - Calculate and compile financial data, prepare routine reports and 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. - Act as bank focal point in charge of reconciliation and follow up on bank documents. Long Description ---------------- **3. Budget:** - Monitor and control commitments and expenditures and prepare detailed cost estimates and other data for use in budget analysis and proposals. - Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in fund. - Generate expenditure reports from automated information system databases and compile budget data. - Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures. **4. Logistics:** - Manage inventory of all store control purchases on a monthly basis for electrical items/grocery/hospitality/stationery/cleaning items including maintenance of stationery and office supplies inventory. - Manage AMCs (Asset Management and Controls) pertaining to upkeep office equipment and other services, ensuring compliance with the service level agreements by the vendors and Long Term Agreement (LTA) signed by other United Nations sister agencies. - Assist preparation, documentation and processing of VAT (Value Added Tax) claims based on the outstanding VAT receivable balance in the system. - Liaise with relevant authorities to deposit VAT refunds to the respective office bank accounts. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (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 education or vocational education. ***Work Experience*** - A minimum of 5 (five) years of work experience in administratiion, finance or related fields. ***Skills and competencies*** - Ability to maintain effective working relationships with people of different nationalities and cultural backgrounds. - Ability to work under pressure, respecting tight deadline and delivering on the standard required. - Good organizational skills as well as ability to establish priorities and to plan, coordinate and monitor work plans. - Ability to take initiative and provide quality and timely support services. - Ability to adjust work schedules and priorities. - Discretion, good sense of judgement, integrity, tack and diplomacy. ***Languages*** - Excellent knowledge (oral and written) of English. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Training/certification in accounting, finance or administration. ***Work experience*** - Previous experience within United Nations agencies. ***Skills and Competencies*** - Knowledge of UNESCO rules, administrative procedures and standard practices. - Knowledge of ERP (Enterprise Resource Planning) - such as SAP (Systems Applications and Products in Data Processing) or others. - Knowledge of budget and finance 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.