Senior Administrative Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,703 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 : 4IDADM0001TA Grade : G-6 Parent Sector : Field Office Duty Station: Jakarta Job Family: Administration Type of contract : Temporary Appointment Duration of contract : From 1 to 6 months Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 30-JUL-2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Only candidates who are entitled to work in Indonesia can apply to this position **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall authority of the Director of UNESCO Office in Jakarta and the direct supervision of the Finance and Administrative Officer, the incumbent provides high-level administrative and support services in a range of specialized areas and plays a lead role within the unit in ensuring application and compliance with the rules, regulations, policies and practices in place. Specific tasks for the post will be as follows: GENERAL ACCOUNTABILITIES - Act as certifying officer up to an authorized level delegated by the Chief Financial Officer (CFO). - Provide guidance and interpretation on administrative rules, regulations and procedures. - Advise on operational and technical routine transactions. - Recommend process and system related modifications and improvements to support successful administration and financial monitoring and control. - Interpret provisions and provide guidance on complex and non-recurring issues. - May supervise activities related to office maintenance, security, transport and similar services . Long Description ---------------- FINANCIAL ACCOUNTABILITIES - Guarantee that the office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning; schedule payments and disbursement of funds. - Ensure accurate and timely processing of assigned accounts, developing budget estimates and monitoring expenditures, participating and advising in the preparation of financial statements and budgets; - Assist in the preparation and coordination of financial activities under Regular Programme (RP) and Extra Budgetary (EXB) funds. - Compile and consolidate data from various sources into financial statements, prepare worksheets. - Monitor expenditures, review payments and reconcile accounts. - Investigate anomalies and erroneous charges and take corrective action. - Provide assistance and guidance to undertake coding and data entry task and to extract information, to run reports from FABS SISTER or other online financial system Long Description ---------------- BUDGETARY ACCOUNTABILITIES - Prepare RP and EXB budget reports and communicate on them. - Assist and advise on planning and budgeting and recommend modifications. - Prepare budget proposals and cost estimates and ensure that data is correct. - Identify irregularities and undertake transactions to correct errors/omissions. HR ACCOUNTABILITIES - Handle non-routine or complex cases, prepare associated documents/ correspondence for personnel actions based on oral instructions and previous experience. - Follow-up on coming Human Resources (HR) actions and oversee maintenance, update and clean-up of database. - Issue non-staff contracts, advise on recruitment process and entitlements. - Liaise with central services (Human Resources Management, Bureau of Financial Management, Management Support Services etc) to discuss and obtain additional information, clarifications and policy interpretation. Long Description ---------------- LOGISTICS ACCOUNTABILITIES - Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market. - Review contractual documents (Term Of References (TOR), budget, contract nature and type). - Resolve issues/ problems related to delivered goods. - Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues. - Arrange for control and distribution of inventory records. - Ensure compliance with security travel requirements and monitor completion of mandatory security trainings. Additional activities that may be required to ensure the success of the work team: - Participate in BOS working groups and support Office in identifying beneficial opportunitoes linked to BOS local country initiatives. **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** - Secondary, technical or vocational education in finance, budget, business administration, procurement, operations or related fields. **WORK EXPERIENCE** - Minimum eight (8) years relevant experience in the field of finance and/or general administrative Services. - Experience working with Enterprise Resource Planning (ERP) systems or similar financial platforms posting/processing payments. - Experience in analyzing financial data and monitoring budgets. - Experience in using Microsoft Excel and Word. **SKILLS AND COMPETENCIES** - Strong communication skills. - Good organizational and coordination skills, ability to take initiatives; establish priorities and capacity to work efficiently under pressure. - Capacity for accuracy and attention to detail. - Strong analytical skills and ability to analyze complex issues. - Excellent IT skills. - Ability to interpret rules and administrative guidelines in the field of Finance, Budget and Human Resources **LANGUAGES** - Excellent knowledge of English. **DESIRABLE QUALIFICATIONS** ---------------------------- **EDUCATION** - Bachelors degree in finance, budget, business administration, procurement, operations or related fields. - Certification in finance, accounting, or procurement. **WORK EXPERIENCE** - Experience within the UN System or international organizations. - Experience using SAP based ERPs. **SKILLS AND COMPETENCIES** - Ability to work in a multicultural environment. **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 full information on benefits and entitlements, please consult our [Guide to Staff Benefits](https://unesco.sharepoint.com/:b:/s/HRMTeam/ESzDuIMSjEtIqYwVozjc3I8Bb5Kj-P0DrTgbm4BIjD17nQ?e=41cm7D). **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.