Senior Administrative Assistant - Paris, France - UNESCO

UNESCO

Entreprise vérifiée

Paris, France

il y a 13 heures

Posté par:

Sophie Dupont

beBee Recruiter

Description

OVERVIEW

Post Number:
DBS-171

Grade:
G-6

Parent Sector:
Bureau for Digital Business Solutions (DBS)

Duty Station:
Paris

Job Family:
Administration

Type of contract:
Fixed Term

Duration of contract: 2 years, renewable

Application Deadline (Midnight Paris Time): 07-JUL-2023

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

OVERVIEW OF THE FUNCTIONS OF THE POST

The Finance and Administrative Clerk position is based in the Office of the Chief Information and Technology Officer (CITO) at UNESCO.

Reporting to and working under the direct supervision of the Executive Officer, the Finance and Administrative Clerk plays a key role in coordinating and performing a comprehensive range of administration and finance activities.

The primary objective is to ensure effective management of DBS's financial resources and to support the smooth and efficient organization and delivery of projects.

Long Description

In particular, the incumbent will:

PROCUREMENT TO PAY SUPPORT
Strictly follow all stages of the Procurement-to-Pay cycle of DBS.
Review contract files to ensure compliance with UNESCO rules, regulations, and procedures.
Timely create a variety of contracts in the System and support the preparation of Contracts Committee files.
Launch requests for payments and provide payment status information to responsible officers and suppliers.
Gather required information from responsible officers to prepare quarterly and yearly procurement plans for the Procurement Unit at Headquarters.
Maintain a centralized Contract Management registry, tracking all expenditures and contracts of DBS.
Prepare regular and ad-hoc reports on contracts and expenditures.
Assist in advising Field Units on the procurement of ICT goods and services.

Long Description

FINANCIAL SUPPORT
Track and report on sections and projects' financial activities.
Review budgetary data/information from current and past initiatives.

Respond to inquiries and monitor project and activity budgets within DBS, ensuring compliance with program and budgetary requirements as well as financial regulations.

Alert the supervisor regarding observed errors, omissions, or discrepancies and undertake corrective action.
Compare the proposed DBS procurement plan against available budgets, identifying and flagging funding issues.
Collect information and draft regular and ad-hoc budgetary/financial updates, reports, statistics, and projections for DBS management scrutiny.

HR SUPPORT
Assist with Human Resources files upon request and launch expressions of interest for temporary assistance.
Follow up on the activation of approved accesses, roles, and authorizations for colleagues in different systems.

Long Description

GENERAL OFFICE SUPPORT
Maintain an overview of office space and furniture. Coordinate with the relevant services all changes decided by DBS management.
Ensure safe retention of electronic and hard-copy files/records/data sources on budgetary data, contracts, personnel, and other administrative matters.
When required, initiate travel authorization and make travel arrangements for the DBS Management Team. Provide advice on the travel process to all DBS colleagues.

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 school.

WORK EXPERIENCE
Minimum eight (8) years of relevant work experience in finance, administration, accounting, procurement or related area.

SKILLS AND COMPETENCIES
Good interpersonal and communication skills.
Excellent skills in drafting reports and correspondence, with attention to detail.
Very good analytical and problem-solving skills, good sense of judgement and capacity to support sound financial and budgetary practices.
Very good organizational and coordination skills with ability to take initiative, establish priorities and monitor own work plans.

Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently within tight deadlines.

Sense of integrity and confidentiality.
Excellent knowledge of IT tools, with proficiency in the use of MS office (Word, Excel, Outlook, PowerPoint).
Working knowledge of ERP systems (Enterprise Resource Planning).

LANGUAGES
Excellent knowledge of English or French and a good knowledge of the other language.

DESIRABLE QUALIFICATIONS

EDUCATION

Diploma in business administration or specialized training/course in one or more of the following disciplines: administration, finance, accounting and/or procurement.

WORK EXPERIENCE
Experience with an international organization and/or the UN System.

BENEFITS AND ENTITLEMENTS
UNESCO's salaries co