Administrative Assistant

OVERVIEW
**Parent Sector**: Field Office
**Duty Station**: Brasilia
**Job Family**: Administration
**Type of contract**: Non Staff (Service Contract)
**Level**: SC5
**Duration of contract**: 1 year
**Application Deadline (Midnight Paris Time)**: 20-JUN-2025
**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Under the overall authority of the Director of the Office and the supervision of the Senior Finance and Administrative Officer and the direct supervision of the Chief of Finance Section or his/her delegated authority, as applicable, the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures. Within the Procurement Unit, the incumbent will perform regular procurement actions, prepare tenders and collaborate to ensure effective procurement actions and safeguard the interest of the Organization. Essential responsibilities include: Long Description
GENERAL
Act as certifying officer up to the authorized level delegated by the CFO;
Draft and prepare routine correspondence, memoranda and non-substantive reports;
Maintain confidential and general files and establish reference systems;
Assist in the preparation of budgetary and financial reports, statistics or projections for managers' use;
Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures;
May assist in overseeing activities related to office maintenance, security, transport and similar services;
Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.
Finance
Assist and inform the supervisor on financial status, by using management information systems and reporting;
Code, record and reconcile accounting transactions;
Verify and process payments;
Maintain specific accounts, calculate and compile financial data, prepare routine reports;
Generate expenditure reports from the automated systems;
Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions.
Long Description
Budget
Monitor and control commitments and expenditures;
Prepare detailed cost estimates and other data for use in budget analysis and proposals;
Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities);
Generate expenditure reports from automated information system databases; compile budget data;
Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures; cross check consistency of figures;
Review overall accuracy and consistency of draft reports; cross-check consistency of figures.
Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.
Logistics and Travel
**Procurement**: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers; assist in advising on procurement rules, regulations and procedures to follow. Perform any other task required within the procurement unit;
**Shipment**: make arrangements, assist and advise on shipping; liaise with customs;
**Travel**: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances;
Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.
Long Description
Human Resources
Assist in HR administrative matters;
Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database;
Retrieve and analyse HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action;
Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures;
Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licences and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs);
Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation.
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
Complet