Administrative Assistant - Paris, France - UNESCO

UNESCO

Entreprise vérifiée

Paris, France

il y a 6 jours

Posté par:

Sophie Dupont

beBee Recruiter

Description

OVERVIEW

Post Number:
CI/PA 022

Grade:
G-5

Parent Sector:
Communication and Information Sector (CI)

Duty Station:
Paris

Job Family:
Administration

Type of contract:
Project Appointment

Duration of contract: 1 year

Application Deadline (Midnight Paris Time): 24-MAY-2024

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

OVERVIEW OF THE FUNCTIONS OF THE POST

The Communication and Information Sector's mission is to promote freedom of expression, media development and media literate societies, and to build knowledge societies through fostering universal access to information, innovation for sustainable development and the preservation of documentary heritage.

(The role of this vacant position does not include responsibility for UNESCO's wider external communications, which is managed by the Division for Communications and Public Engagement.)

Under the overall authority of the Assistant Director-General for Communication and Information (ADG/CI), and the direct supervision of the Finance and Administrative Officer, the incumbent provides financial and administrative services in full compliance with the UNESCO rules, regulations and procedures to support the planning, implementation and management of regular programme funds, and projects funded by voluntary contributions of the Cl Sector, in particular the Section for Freedom of Expression and Safety of Journalists (CI/FMD/FEJ), towards the implementation of its programmes.

Long Description

General Accountabilities:

Act as certifying officer up to the authorized level delegated by the Chief Financial Officer.
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 and cross-check consistency of figures.
Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.

Financial Accountabilities:

Assist and inform the supervisor on financial statuses, by using management information systems and reporting.
Record and reconcile accounting transactions.
Verify and process payments and budgetary transactions.

Travel:

assist and provide guidance in the preparation of travel plans, review travel claims, prepare travel orders and issue travel advances.

Maintain specific accounts, calculate and compile financial data and 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 currency provisions.

Verify contractual files and supporting documents, partner roles, responsibilities, deliverables, mandatory reporting and assurance mechanisms, funds transfer modalities and conditions for collaboration.

Carry out control checks on all contracts and funds reservations to ensure proposed commitment complies with policy, procedures and administrative process details, and steps are followed.

Long Description

Budget Accountabilities:

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 identifying any errors or irregularities).

Generate expenditure reports from automated information system databases, compile budget data and prepare ad-hoc reports.

Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures, and cross check consistency of figures.

Review overall accuracy and consistency of draft reports and cross-check consistency of figures.
Identify any other anomalies and errors, alert the supervisor and undertake transactions to correct errors/omissions.
Respond to enquiries and follow-up on funding or contractual initiatives.

Additional activities that may be required to ensure the success of the work of the team.

Provide back-up assistance to other AO assistants in their absence.

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 or vocational education.
Diploma or certification in accounting, finance or administration.

Work Experience

At least five (5) years of relevant work experience in the areas of accounting, finance or administration.

Skills/Competencies

Excellent analytical and problem-solving