Administrative Assistant (Sciences)

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. More about G-5 contracts.

**OVERVIEW** Post Number : SC/PA 030 Grade : G-5 Parent Sector : Natural Sciences Sector (SC) Duty Station: Paris Job Family: Natural Sciences Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 16-NOV-2020 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Long Description ***(Only candidates who are entitled to work in France 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 general supervision of the Assistant Director-General for Natural Sciences (ADG/SC) and under the direct supervision of the Chief of Finance and Administration (AO/SC), the incumbent shall provide specialized administrative services covering a series of budgetary, financial and other tasks to support the implementation of activities related to the MAB biodiversity extrabudgetary projects. The incumbent shall in particular be required to perform the following duties: - Assist the Administrative Officer and the project responsible officers in the preparation of budgets, budget revisions, work-plans, budgetary reports etc; Check information for accuracy and compliance with approved funds. Verify budgetary transactions/expenditures, enter data in the financial management system following approval and reconcile budgetary data in support of expenditure recording and budgetary tracking/reporting by relevant activity. Alert the supervisor of errors/omissions observed and undertake corrective action as directed. - As certifying officer up to the authorized level delegated, exercise due diligence required in accordance with the Financial Rules and Regulations; Screen/ process draft contracts, mission requests, conferences & meetings and other commitments for approval and follow-up as required; Search for data entry, reporting or recording errors/omissions to explain budgetary/financial discrepancies/imbalances. - Verify requests for payments against contractual obligations in the financial system and recommend payment certification, process contractual transactions, and provide information on payment status; Review open commitments (purchase orders, travel orders and meetings etc) by using financial management systems and clean unliquidated obligations and accounts in close consultation with the project team, BFM and BSP. - Assist in the compilation/preparation of regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by UNESCO management/project staff; Draft correspondence, memo/emails for approval and verify/validate a variety of reports and tables ensuring overall accuracy and consistency of financial figures through cross-checking; Provide information to supervisor, management and project officers/staff at UNESCO headquarters and in the field, as necessary. - Participate in meetings/discussions on the related project management; Respond to enquiries and follow-up on extra-budgetary, contractual initiatives from the Project Team. When requested, liaise with central services (BSP, BFM, HRM etc.) to obtain additional information/clarification. Maintain/update project budget/finance, contract and other administrative electronic and hard­copy files/records/data sources to support audit processing. Ensure the proper creation and closure of files and the safe retention of the same. - Any other additional activities that may be required to ensure the success of the work team to which assigned. Short Description **In the section below, please ensure you include the relevant core (C) competencies.** **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, technical and/or vocational education. ***Work Experience*** - At least five (5) years of relevant professional experience in administrative support tasks. - Relevant experience in an international environment. ***Skills & Competencies*** - Knowledge of budget and finance practices in a large organization or a large company. - 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 knowledge of English or French and good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ***Work Experience*** - Work experience within UNESCO and/or an international organization and/or in the UN system. - Experience of operational projects implementation. - Experience of work with ERP systems. ***Skills & Competencies*** - Knowledge of UNESCO’s finance and budget tools (SAP, DUO, and SISTER). - Knowledge of UNESCO rules and procedures as well as administrative practices. - Knowledge of the UNESCO Natural Sciences projects. - Knowledge of UN rules and procedures as well as administrative practices. ***Languages*** - Good knowledge of Spanish. - Knowledge of other official UNESCO language (Arabic, Chinese, Russian). **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.