Administrative Support Specialist
il y a 1 semaine
As a member of the UNESCO team, you will have the opportunity to work on high-level administrative and support services in a range of specialized areas.
About the JobThe incumbent will provide guidance and interpretation on administrative rules, regulations, and procedures. They will advise on operational and technical routine transactions, recommend process and system-related modifications, and supervise activities related to office maintenance, security, transport, and similar services.
Key Responsibilities- Act as a certifying officer up to an authorized level delegated by the Certifying 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.
- Supervise activities related to office maintenance, security, transport, and similar services.
Budget Accountabilities:
- Prepare Regular Programme and Extra-budgetary reports and communicate on them.
- Assist and advise on planning and budgetting and recommend modifications.
- Prepare budget proposals and cost estimates and ensure that data is correct.
- Identify irregularities and undertake transactions to correct errors/omissions.
Financial Accountabilities:
- Ensure 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.
- 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.
Human Resources 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 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 to discuss and obtain additional information, clarifications, and policy interpretation.
Logistics Accountabilities:
- Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.
- 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 assigned Sector on invoicing and payment issues.
- Arrange for control and distribution of inventory records.
Safety and Security Accountabilities:
- Collaborate with the Headquarters Security Services on all security-related issues.
- Ensure compliance of all the personnel with security travel requirements and monitor completion of mandatory security training.
About You
- We are looking for candidates with a minimum of 8 years of relevant work experience in general administration, finance and budget, HR, and logistics.
- You should have excellent interpersonal and communication skills, strong service orientation, and ability to deal efficiently with partners at different levels.
- You should be able to prepare reports, analyze, interpret financial data, and monitor budgets.
- You should have excellent organizational and coordination skills, ability to take initiatives, establish priorities, and monitor own work plans.
- You should be able to work effectively within tight deadlines and be part of a team, take initiatives, and provide quality and timely support and services.
Working Conditions
UNESCO offers its employees competitive salaries and benefits package, including medical insurance, pension plan, and paid annual leave.
The estimated salary for this position is approximately €48,526 per annum.
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