Senior Finance and Administrative Assistant (Re-advertisement)

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 3,280 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 : 1CAUIS0056PA Grade : G-7 Parent Sector : UNESCO Institute for Statistics (UIS) Duty Station: Canada Job Family: Finances Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 09-APR-2021 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***(Only candidates who are entitled to work in Canada may apply to this position)*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall delegated authority of the Director of the Insitute and the direct supervision of the Finance and Administrative Officer, the incumbent plans and supervises the work of support staff of the Administrative Unit of UIS to ensure efficiency and being in line with UNESCO Rules and Regulations. S/he facilitates the support work of the office to ensure that established quality standards are met. Work typically involves the coordination and supervision of administrative personnel providing accounting, financial, HR, logistical and other administrative support services and involves overall accountability for service and quality delivery. The incumbent operates with a high degree of independence in carrying out the work, designing and delivering services. Specifically, the incumbent shall: Long Description ---------------- ***General Accountabilities*** - Responds to queries and advises the Insitute Director and staff on application of organizational rules and procedures governing all functional areas under the post’s responsibility (i.e. budget and finance, HR, physical assets, logistics and safety). Undertakes specialized support activities in these functional areas and provides senior level support to Office management. - Briefs staff on general administrative matters and practices. Advises and assists Insitute Director in office management and participates in meetings on day-to-day administrative matters. Assesses utility of guidelines and procedures, identifies areas where current procedures prevent effective/ timely service delivery, proposes changes in keeping with the rules and regulations, assesses the impact of changes and makes recommendations for follow-up action. - Prepares correspondence, statistical and status reports, drafts evaluations and justifications, as required, by consolidating data and information on general administrative or specialized tasks which may be of a confidential nature within the assigned functional areas. - Coordinates, supervises and oversees the work of the lower-level administrative staff/ workforce providing continuous guidelines, support and directives for the execution of work. Reviews and evaluates the work of supervised personnel, provides guidance and ensures training; sets clear objectives, monitors performance and ensures timely evaluations. - Ensures compliance with UNESCO policies, rules, regulations and procedures in terms of finance and administration, as well as within the provision of the Host Country Agreement. - Provides regular and ad hoc financial and administrative information to the Insitute Director to support informed decision making. ***Finance Accountabilities*** - Provides financial accountability and control with respect to the funds administered by the Office establishing and maintaining ledgers and accounting records for various subsidiary accounts. Ensures correct and timely analysis, reconciling, investigations and reporting of accounting data. - Reviews and reconciles various clearing accounts to ensure proper balances. Verifies various accounting transactions and checks bank statements against disbursements to ensure correctness of computations. Prepares regular expenditure schedules and quarterly/ year-end/ biannual statements. - Provides reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems. Liaises with managers and professional staff on the preparation of financial statements and improvements to the quality of financial reports. Monitor and advise on the financial status of projects and programs - Participates in the development and implementation of new financial policies and procedures; assesses the impact of changes and makes recommendations on follow-up activities. Long Description ---------------- ***Budget Accountabilities*** - Assists the Institute Director and staff in the elaboration of resource requirements for budget submissions; provides inputs into the preparation of allotments; monitors budget implementation/expenditures to ensure that they are within authorized level and in compliance with rules, regulations and procedures. Analyses expenditure patterns and recommends reallocation of funds as necessary. Approves/ certifies disbursements up to an authorized level. Administer day to day budgetary issues. - Assists with the review of budgets for new agreements and subsequent amendments, ensuring compliance with UNESCO policies. - Reports on budget expenditure in line with approved workplans. Provides periodic status reports to managers and makes budget adjustments as approved. - Tracks donor reporting deadlines according to signed agreements and prepares financial donor reports for manager approval. - Coordinates the submission of budgetary information from sections in line with the scheduled Governing Board meetings. Assists in the preparation of Governing Board reports. ***Treasury Accountabilities*** - Ensures local banking arrangements are compliant with local financial and banking regulations and UNESCO policy. - Manages the operations of the UIS’ bank accounts; processes and monitors payments, verifies contract’s invoices against the goods and services provided. Reviews bank reconciliations and providing up to date information on the cash position. - Ensures the proper recording and safekeeping of the cheques, cash and credit cards. - Process cash local requirments for meetings and workshops ***Administrative Accountabilities*** - Authorizes purchases up to a limit within an assigned area of responsibility. Coordinates timely delivery of goods and services. - Supervises the procurement function, providing support and backstopping of tasks as needed, within the limits of authority and with respect to segreation of roles. - Maintains proper inventory, filing and recording systems. - Ensures that assets of the organization are safeguarded at all times. - Assits with the reconciliation exercise and financial processes related to asset management. Long Description ---------------- **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*** - A minimum of ten (10) years of experience in finance, budget, accounting, administrative services or related area. - Experience in providing budget reports and financial projections. ***Skills and Competencies*** - High standards of professional ethics. - Personal organisation, prioritisation and time management skills and attention to detail. - Service orientation. - Excellent interpersonal skills allowing effective communication with colleagues and clients in a multi-cultural environment. - Ability to handle multitude of tasks, ensuring efficiency and quality. - Knowledge of office software packages (MS Word, Excel, etc). ***Languages*** - Excellent knowledge of English (oral and written). **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Specialized training or extensive experience in Accounting, Finance or Economics, Business Administration, project management or related field. ***Work Experience*** - Experience in preparing budget and performance reports for an international organization. - Experience in applying financial rules and procedures in an international organization. ***Skills and Competencies*** - Ability to process transactions using the financial module of an Enterprise Resource Planning (ERP) software such as SAP, Peoplesoft, Oracle, or equivalent. - Knowledge of spreadsheet and database packages - Knowledge of web based management systems. ***Languages*** - Good knowledge of (written and oral) of French. **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.