Administrative Assistant

Há 1 mês

Brasília, Brasil UNESCO Tempo inteiro

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

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 19-AGO-2024

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Only candidates who are entitled to work in Brazil may apply to this position

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director of the Office and the immediate supervision of the Senior Finance and Administrative Officer 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. 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.

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.

Logistics and Travel

Shipment: make arrangements, assist and advise on shipping; liaise with customs; Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers; 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.

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)

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For detailed information, please consult the .

REQUIRED QUALIFICATIONS

EDUCATION

Completed secondary, technical or vocational school diploma.

WORK EXPERIENCE 

Minimum of five (5) years of relevant work experience in administration, accounting and/or procurement.

Skills/Competencies

Good interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels; Good organizational and coordination skills, ability to take initiatives, establish priorities and monitor own work plans; Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds; Sense of integrity and confidentiality; Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently under pressure; Flexibility to adjust work schedules and priorities; Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint, etc).

Languages

Excellent knowledge (spoken and written) of English.

DESIRABLE QUALIFICATIONS

EDUCATION

University degree, specialized training or courses in one or more of the following disciplines: administration, finance, accounting and/or procurement. Professional certification in Procurement, Logistics, Supply Chain (such as CIPS or equivalent).

WORK EXPERIENCE

Experience in procurement and contracting, at the national or international level, is highly desirable. Relevant experience within the United Nations System. Experience working with an Enterprise Resource Planning system (ERP). Accounting experience will be an asset.

SKILLS / COMPETENCIES 

Knowledge of UN rules and practices, procedures, protocols; Knowledge of SAP or similar ERP system.

LANGUAGES

Knowledge of another official language of UNESCO (French or Spanish).

CONDITIONS OF EMPLOYMENT

This assignment is of full-time nature (Monday to Thursday: 8h30 to 12h30 / 14h to 18h; Friday: 8h30 to 14h).

For this position, the monthly remuneration, which will be paid in local currency, will be BRL 8.717,96

The initial contract is intended for 1 year and shall be linked to a project-funding source, which is expected to be renewed. Any contract renewal shall be dependent upon budgetary availability and satisfactory services. Further information regarding contractual modality as well as the applicable benefits package will be provided for short-listed candidates only.

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