Administrative Assistant - Field Service Contract

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education.

Salary

The salary for this job should be more than 1,463 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** ------------ Parent Sector : Field Office Duty Station: Santiago Classification of duty station: \[\[filter12\]\] Standard Duration of Assignement : \[\[filter13\]\] Job Family: Administration Type of contract : Non Staff Level : Level 3 Duration of contract : From 7 to 11 months Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 01.03.2022 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- OREALC/UNESCO Santiago is the Regional Bureau for Education in Latin America and the Caribbean. It was established in 1963 with the purpose of supporting Member States improve their education systems, in the firm conviction that education is a life-long human right. Our mission is to lead, monitor and provide technical support to the countries of the region through each of its lines of action to advance the achievement of the Sustainable Development Goal 4 - Education 2030, with the involvement of other UNESCO offices and institutes, and with the participation of strategic partners. The Administrative Assistant (Service Contract -SB3 level) is to be used in UNESCO Office in Santiago, reporting directly to the Finance and Administrative Officer. The incumbent will work with the administrative unit to increase operational efficiency and effectiveness and support Program team to achieve results for the office. Under the overall delegated authority of the Director of the Office and the direct supervision of the Finance and Administrative Officer, the Administrative Assistant 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. Long Description ---------------- ###### Duties and Responsibilities to be carried out: 1. 1. 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; - Search Office files and records relating to a variety of topics for information and reference from automated systems; - Select information and record in correspondence, technical papers, project/ programme plans and general reference documents; - Draft routine correspondence, cables, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures; - Maintenance of the filing system ensuring safekeeping of confidential materials; - Translation of simple correspondences, when needed. 1. 2. Financial Accountabilities \- Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures; - Provide information, explanations and guidance on basic rules and procedures; - Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications are complete and properly filed; - Create vendors profiles in MoUV; - Follow up on bank documents; - Ensure request of replenishments are registered in advance are received on time in the bank- Make disbursement from petty cash; ensure that all necessary receipts are provided and keep updating the register of petty cash. 1. 3. Budgetary Accountability -Register actions/data; do non-complex corrections in systems. - Verify transactions and check data/figures; identify and correct errors/anomalies and assist to input corrective action in FABS, SISTER etc.- Assist in preparation of budget, check completeness, accuracy and compliance of documentation; -Assist in the production of a variety of financial reports and statistics related to regular and extra budgetary funds; - Extract data and information from the automated financial and programmatic systems (iRIS/FABS; SISTER etc.) and prepare standard reports. Long Description ---------------- 4\. HR Accountability \- Extract data from automated systems or other sources and prepare documents for processing; maintain and update database and follow up on personnel files; - Draft routine correspondence and memoranda based on previous examples and templates; - Assist staff members and their dependents by processing requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with requirements of the organization and the host country. - Collect applications for vacancies and conduct reference checks; - Coordinate interview schedules, prepare agenda and documentation. ​​​​​​​5. Logistics, procurement, and assets \- Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance; - Liaise with companies/providers to request quotations or financial proposals - Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Purchase Orders, Contracts for small works, contracts of utilities - Check documents by verifying purchase orders and check the comparative quotations; - Follow up on requests by tracking and collecting orders (goods and services), check that goods and services are received according to the terms of the Pro forma (time, quantity, quality); - Maintain and monitor stock levels of various supply items. Maintain, update and transmit inventory records of non-expendable equipment; - Maintenance of records on assets management, preparation of reports; - Maintenance of files and records relevant to office maintenance; - Provision of support to maintenance of premises, monitoring maintenance work plan; and UN common service; - Make travel and hotel reservations; - Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report. 6\. Additional activities that may be required to ensure the success of the work team Long Description ---------------- Requirements: \- Only candidates with Chilean nationality and/or permission to work in Chile will be considered \- Full time \- Presence-based modality **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:** - Bachelor Degree. **Experience:** - 3 years of relevant experience in administration or programme support service. - Experience in the usage of computers and office software packages (MS Word, Excel, etc.). - Experience in handling of web-based management systems. **Language Requirements**: Excellent knowledge of English (written and spoken) **DESIRABLE QUALIFICATIONS** ---------------------------- \- Working experience in the UN system, \- Good working knowledge of French will be desirable **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 recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as 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. Candidates from non- and under-represented Member States ([last update here](https://en.unesco.org/careers/geographicaldistribution)) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities 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.*