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Senior Administrative Assistant

New Delhi

  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: New Delhi
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

OVERVIEW

Post Number : 4INADM0711RP

Grade : G-6

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: New Delhi

Job Family: Administration

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 04-MAR-2024

 

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

 

(Only candidates who are entitled to work in India may apply to this position).

 

OVERVIEW OF THE FUNCTIONS OF THE POST

 

Under the overall authority of Director of the UNESCO New Delhi Office and the direct supervision of the Finance and Administrative Officer, the incumbent is responsible for coordinating the timely completion of administrative work, including in programme/project support with full respect of UNESCO rules and procedures in the field of Finance, Budget, Human Resources and Office Management. In particular, the incumbent will carry out the following responsibilities:

Long Description

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.

 

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.
  • Assist in the preparation and coordination of financial activities under Regular Programme (RP) and Extra Budgetary (EXB) funds
  • 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 FABS/Core Manager or other online financial systems.
Long Description

Budgetary Accountabilities:

  • Prepare Regular Programme and Extra Budgetary 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 Human Resources (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 including those in Finance and Budget 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.
  • Ensure compliance with security travel requirements and monitor completion of mandatory security trainings.
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 education.

 

Work Experience

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

 

Skills and competencies

  • Excellent interpersonal skills for teamwork and work in a multicultural setting and ability to interact effectively with different stakeholders inside and outside the Organization.
  • Thorough knowledge of administrative rules, policies, processes and procedures gained through extensive experience in a related area.
  • Proven skill in managing a complex and demanding workload and accomplishing work through others.

 

Languages

  • Excellent knowledge of English and the local language (i.e. Hindi).
DESIRABLE QUALIFICATIONS

 

Education

  • Advanced University degree in Business Administration, Public Administration, finance, accounting or other related fields.
  • Certification in accounting or relevant certification to the post.

 

Work Experience

  • Similar working experience with diverse organizations in the region or within the United Nations system or in an international organization/institution.
  • Experience in writing material including budget and finance documents.

 

Skills and competencies

  • Knowledge of SAP and other IT based systems for planning and monitoring voluntary contributions and of systems for tracking resource mobilization.

 

Languages

  • Knowledge of French or any other UNESCO official language (Arabic, Chinese, Russian, Spanish).
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.

The approximate annual starting salary for this post is INR 1 233 499.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

 

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. 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.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as 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. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities 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.

This vacancy is now closed.
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