Become a part of UNESCO as a Senior Administrative Assistant. Apply now to make a difference!

Are you seeking a chance to have a meaningful impact on the world? Employment with the United Nations Educational, Scientific and Cultural Organization  presents a special opportunity to contribute to the organization with the aim of promoting world peace and security. Whether it’s through humanitarian assistance or advocating for human rights, UNESCO offers a platform where enthusiastic individuals can address the urgent challenges that humanity faces today.

Join Our UN WhatsApp Groups for Updates

About UNESCO

The United Nations Educational, Scientific and Cultural Organization is a specialized agency of the United Nations with the aim of promoting world peace and security through international cooperation in education, arts, sciences and culture.

Why work at UNESCO

1. Global Impact: UNESCO’s mandate is to promote peace, sustainable development, intercultural dialogue, and the protection of cultural and natural heritage. By working at UNESCO, you can contribute to advancing these important goals and making a positive impact on a global scale.
2. Diverse and Multidisciplinary Work: UNESCO covers a broad range of fields, including education, science, culture, communication, and information. This multidisciplinary approach creates a stimulating work environment where you can engage with a variety of subjects, collaborate with experts from different backgrounds, and address complex challenges.

Details to the post

SENIOR ADMINISTRATIVE ASSISTANT

Post Number: 5JOADM0705RP
Grade: G-6
Parent Sector: Sector For Administration and Management (ADM)
Duty Station: Amman
Job Family: Administration
Contract Type: Fixed Term Field
Duration of Contract: 2 years, renewable
Recruitment Open to: Internal and external candidates
Application Deadline (Midnight Paris Time): 04-JUN-2024

General Accountabilities:

• Act as certifying officer up to an authorized level delegated by the 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.

Finance 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.
• Assist in the preparation and coordination of financial activities under Regular Programme (RP funds) and Voluntary Contributions.
• 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 iRIS, SISTER or other online financial system.

Long Description

Budget Accountabilities:

• Prepare RP and Voluntary Contributions 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 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 (ADS, HRM, BFM, etc) 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 (Term of Reference (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.
• Security: Ensures compliance of staff 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.

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.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational school education.

Work Experience

• Minimum of 8 (eight) years of relevant work experience in administrative, finance or related area.

Skills and competencies

• Excellent interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels. 
• Ability to analyze, interpret financial data, and monitor budgets.
• Excellent organizational and coordination skills; ability to take initiatives, establish priorities and monitor own work plans. 
• Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.
• Ability to work as part of a team and under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.

Languages

• Excellent knowledge (spoken and written) of English and Arabic.

DESIRABLE QUALIFICATIONS

Education

• Specialized training or courses in one or more of the following disciplines: Administration, Finance, Accounting and/or Human Resources or related fields.

Work Experience

• Relevant experience in similar functions within the UN system or any international organization/institution.

Skills and Competencies

• Good knowledge of SAP-ERP system.

Languages

• Knowledge of another official language of UNESCO (Chinese, French, Russian or Spanish).

APPLY NOW

Join Our UN WhatsApp Groups for Updates

Join Our Telegram  | Follow Us On Linkedin | Also, Follow Us On Twitter. | Join Our Whatsapp Group