Senior Administrative Assistant (Culture)

Senior

Overview

Provide specialized financial and administrative services for the Culture Sector.

You have:

• Completed secondary, technical or vocational school.
• Minimum eight (8) years of relevant work experience in finance, administration, accounting or related area.
• Excellent knowledge of English or French and a good knowledge of the other language.
• Good interpersonal and communication skills.
• Excellent skills in drafting reports and correspondence, with attention to detail.
• Very good analytical and problem-solving skills, good sense of judgement and capacity to support sound financial and budgetary practices.
• Excellent knowledge of IT tools, with proficiency in the use of MS office (Word, Excel, Outlook, PowerPoint) and database packages.
• Knowledge of ERP systems (Enterprise Resource Planning).
• Knowledge of UNESCO's rules, regulations and procedures as well as financial/administrative practices, and other similar systems.
• Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.

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. More about G-6 contracts.

**OVERVIEW** ------------ Post Number : CLT 231 Grade : G-6 Parent Sector : Culture Sector (CLT) Duty Station: Paris Job Family: Culture Type of contract : Fixed Term Duration of contract : 2 years with possibility of renewal Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 29-JUL-2022 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***(Only candidates who are entitled to work in France may apply to this position).*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall authority of the Assistant Director-General for Culture (ADG/CLT), the general supervision of the Chief of the Executive Office (Chief EO/CLT), and the direct supervision of the Senior Finance and Administrative Officer, in close cooperation with the Administrative Officer (HR & Finance), the incumbent provides specialized financial and administrative services in full compliance with the UNESCO rules, regulations and procedures to support the planning, the implementation and the management of regular programme and voluntary contributions of the Culture Sector and in particular the World Heritage Fund and its sub-accounts, and contribute to the complex related reporting activities, notably to the Governing Bodies of the World Heritage Convention. In particular, the incumbent will: Long Description ---------------- **General Accountabilities** - Act as certifying officer up to an authorized level delegated by the Senior Finance and Administrative Officer in the examination and approval of any commitments; - Provide guidance and interpretation on administration, budget, financial, human resource matters, administrative rules, regulations and procedures; - Review contract files to ensure that contracts of all types are prepared in accordance with the UNESCO rules, regulations and procedures, using the financial and budgetary system and verifying the accuracy of the budget breakdown and other supporting documents; - 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 be responsible for coordinating, guiding, training, and supervising the work of more junior General Service staff. Long Description ---------------- **Financial Accountabilities** - Ensure that the Sector'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; - Monitor allocations/commitments regularly, keep track of budget levels, alert supervisor, and concerned staff to avoid potential shortfalls/lapses in funds or low level of implementation. Review budgets, financial obligations and requests/verify allocations of new funds to appropriate budget component in the system; - Review financial agreement and contribution letters in accordance with the financial rules and regulations. Recommend modifications and improvements to support successful project initiation, administration and financial control; - Assists with the preparation of financial reports and analysis, investigate anomalies and erroneous charges and take corrective action. **HR Accountabilities** - Participate in the management of temporary assistance and non-staff contracts of the Culture Sector in the HR system; - Ensure proactive follow up on the monthly payroll cycle for temporary assistance contracts; - Handle non-routine or complex cases, prepare associated documents/ correspondence for personnel actions based on oral instructions and previous experience; - Proactively follow-up on coming 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 (HRM, BFM, etc) to discuss and obtain additional information, clarifications and policy interpretation. **Logistics Accountabilities** - Review contractual documents (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 Culture Sector on invoicing and payment issues; - Arrange for control and distribution of inventory records. **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 eight (8) years of relevant work experience in finance, administration, accounting or related area. ***Skills and competencies*** - Good interpersonal and communication skills. - Excellent skills in drafting reports and correspondence, with attention to detail. - Very good analytical and problem-solving skills, good sense of judgement and capacity to support sound financial and budgetary practices. - Very good organizational and coordination skills with ability to take initiative, establish priorities and monitor own work plans. - Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently within tight deadlines. - Sense of integrity and confidentiality. - Excellent knowledge of IT tools, with proficiency in the use of MS office (Word, Excel, Outlook, PowerPoint) and database packages. - Knowledge of ERP systems (Enterprise Resource Planning). - Ability to work in a multicultural environment and to establish good working relationships with external and internal partners. ***Languages*** - Excellent knowledge of English or French and a good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Diploma in business administration or specialized training/course in one or more of the following disciplines: administration, finance, accounting and/or procurement. ***Work Experience*** - Experience with UNESCO and/or in an international organization and/or the UN System. ***Skills and competencies*** - Knowledge of UNESCO’s rules, regulations and procedures as well as financial/administrative practices, and other similar systems (IRIS, DUO, SISTER, etc.). ***Languages*** - Knowledge of another/other official UNESCO language(s) (Arabic, Chinese, Russian or Spanish). **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://en.unesco.org/sites/default/files/unesco-staff-compensation-booklet_en.pdf) **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.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: careers.unesco.org