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Senior Administrative Assistant (Natural Sciences)

Paris

  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Environment
    • Scientist and Researcher
  • Closing Date: 2024-10-06

OVERVIEW

Post Number : SC 468

Grade : G-6

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 6-OCT-2024

 

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

 

Only candidates who are entitled to work in France can apply to this position

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant Director-General for Natural Sciences (ADG/SC) Overall guidance of the Senior Finance & Administration Officer  (SC/AO) and the direct supervision of the Associate Finance and Budget Officer, the incumbent assist in the delivery of  activities financed from Regular budget and Voluntary contributions. The incumbent provides high-level  administrative and support services in a range of specialized areas and plays a lead role within the Unit ensuring application and compliance with the rules, regulations, policies, and practices in place.

 

In particular, the incumbent will:

 

GENERAL

  • Act as certifying officer up to the authorized level delegated by the Chief Financial Officer (CFO).
  • Provide guidance and interpretation on administrative regulations and procedures including for complex and non-recurring issues
  • Advise on  operational and technical routine transactions
  • Recommend process and system related modifications and improvements to support successful implementation administration and financial monitoring and control

FINANCIAL

  • Ensure that the assigned Division’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 financial transactions, 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 funds and Voluntary contributions.
  • Monitor expenditures, review payments and unliquidated obligations and reconcile accounts
  • Investigate anomalies and erroneous charges and take corrective action
  • Draft and prepare memoranda, substantive reports, and correspondence to respond to enquiries in respect to relevant financial and budget matters.
  • Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures.
  • Maintain and update budgetary and financial documents/reports for audit purpose and take action to  implement audit recommendations.

Long Description

     BUDGETARY

  • Prepare Regular Programme and Voluntary Contributions budget ensuring accuracy and full costing and communicate on them to enable informed decision making and timely implementation of activities
  • Assist and advise on planning and budgeting for Regular Programme and Voluntary Contribution; prepare regular budget reports to monitor execution rate and to identify irregularities; undertake corrective actions for errors/omissions

    LOGISTICS

  • Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.
  • Review contractual documents (Terms of Reference, budget, contract nature and type). Resolve issues/ problems related to delivery of goods/services.
  • Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Divisions on invoicing and payment issues.
  • Arrange for control and distribution of inventory records, when applicable.
  • Liaise with central services (HRM, BFM, BSP, ADM etc) to discuss and obtain additional information, clarifications and policy interpretation.

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 UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

  • Completed secondary, technical and/or vocational education.

 

Work Experience

  • A minimum of eight (8) years of experience in finance, budget, accounting, administrative services, or related area.
  • Experience dealing with budgetary and administrative issues.
  • Experience in working with ERP systems (Enterprise Resource Planning).

Long Description

Skills and Competencies

  • Good interpersonal and communication skills in order to provide specialized administrative support to a wide range of Individuals.
  • Excellent organizational and coordination skills, ability to take initiative, establish priorities and monitor own work plans.
  • Strong service orientation and ability to deal efficiently with partners at different levels. Ability to analyze and interpret administrative rules.
  • Ability to take initiatives and to provide quality and timely support and services. Ability to maintain effective working relationships in multi-cultural environment.
  • Ability to work as part of a team, to take initiative and to provide quality and timely support and services. Ability to work under pressure, follow up on issues promptly, and to work efficiently under pressure, flexibility to adjust work schedules and priorities.
  • Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc) and database packages.

 

Languages 

  • Excellent knowledge of English and/or French (oral and written).

DESIRABLE QUALIFICATIONS

Education

  • Certificate and/or training in accounting, audit, administration, procurement or any other related area

 

Work Experience 

  • Experience in handling large data tables and administering contracts
  • Experience in using SAP, and/or various applications for budget, contract, travel management
  • Experience in application of UN rules in operational environment, including administration.
  • Working experience in the UN system or international.

 

Languages

  • Knowledge of another official language of UNESCO (Chinese, Arabic, Russian or 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 48 526 Euro €.

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.

Please note that UNESCO is a non-smoking Organization. 
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.