Administrative Assistant - G-5
Title: Administrative Assistant
Domain: Finance and Administrative Platform
Position Number: BAG-19-1-0003
Organizational Unit: UNESCO Office for Iraq
Duty Station: Erbil
Type of contract: Service Contract (UN Ref. G-5)
Duration of contract: Contingent on the availability of funding
3 months initial contract as probationary period, extendable subject to satisfactory performance and fund availability
Annual salary: USD 27,732 (Social Security included)
Deadline (midnight, Baghdad time): 16 October 2019
Overview of the functions of the position
Under the overall delegated authority of Chief of Finance and Administrative Platform of the UNESCO Offices for Iraq and Jordan and the direct supervision of the Finance and Administrative Officer, the SC holder provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures.
The SC holder will undertake the following responsibility:
1. General Accountabilities
a. Act as certifying officer up to the authorized level delegated by the CFO;
b. Draft and prepare routine correspondence, memoranda and non-substantive reports;
c. Maintain confidential and general files and establish reference systems;
d. Assist in the preparation of budgetary and financial reports, statistics or projections for managers' use;
e. Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures;
f. May assist in overseeing activities related to office maintenance, security, transport and similar services;
g. Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.
2. Financial Accountabilities
a. Assist and inform the supervisor on financial status, by using management information systems and reporting;
b. Code, record and reconcile accounting transactions;
c. Verify and process payments;
d. Maintain specific accounts, calculate and compile financial data, prepare routine reports;
e. Generate expenditure reports from the automated systems;
f. Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions.
3. Budgetary Accountability
a. Monitor and control commitments and expenditures;
b. Prepare detailed cost estimates and other data for use in budget analysis and proposals;
c. 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);
d. Generate expenditure reports from automated information system databases; compile budget data;
e. 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;
f. Review overall accuracy and consistency of draft reports; cross-check consistency of figures;
g. Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.
a. Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances;
b. Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.
5. Additional activities that may be required to ensure the success of the work team.
A successful candidate will be required to demonstrate the following competencies:
Planning and organizing
Knowledge sharing and continuous improvement
For detailed information please consult the UNESCO Competency Framework
· Completion of secondary, technical or vocational education in financial management, auditing, business administration or a related field.
· 5-7 years of general administrative work focused on financial management functions, preferably with an international or UN organization.
· Proven experience and knowledge in audit and quality assurance would be highly desirable.
Skills and competencies
· Knowledge of using Microsoft Office (Word, Excel, PowerPoint, etc.) and use of relevant IT solutions;
· Proven knowledge of Auditing;
· Proven knowledge of internationally recognized finance standards and understanding of financial techniques and practices;
· Analyzing ability and drive for results;
· Planning and organizing;
· Following instructions and procedures.
· Fluency in English is required.
· Knowledge of Arabic and/or French is desirable.
An assessment exercise may be used in the evaluation of candidates.
Interested candidates should complete the attached UNESCO CV with a covering letter in English explaining their interest in the position and forward it electronically to the following e-mail address: email@example.com
Please indicate the position and vacancy number you are applying for. Incomplete UNESCO CV will not be processed.
Applications can also be received via fax only if internet access is not available to apply online. A completed official UNESCO CV form (available from the UNESCO home page) should be sent to fax number: +962-6-5928456.
Interested and suitable candidates should ensure that their application is submitted on or before 16 October 2019 (Midnight, Amman time).
Due to the large number of applications received, only applicants shortlisted for interview will be contacted.
Benefits and entitlements
The candidate shall be offered a Service Contract with a net salary of USD 27,732 per annum (social security included).
The initial contract is for a probationary period of 3 months renewable subject to satisfactory service; and contingent on the availability of funding;
Other benefits include 2.5 days per month annual leave.
Please note that UNESCO is a no-smoking Organization.