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Job Summary

Under the overall delegated authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer, the incumbent is involved in the completion of standard administrative support activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent provides administrative support services for the Administrative Unit that is, processing transactions, control and maintenance of accounts and databases, and preparation of routine reports, correspondence and administrative documentation.

Duties And Responsibilities

Act as certifying officer up to the authorized level delegated by the Chief Finance Officer (CFO)
Draft and prepare routine correspondence, memoranda, and non-substantive reports
Assist in the drafting of budgets, expenditure and or statistical reports, or projections
Verify supporting documentation, process payment requests, maintain ledger accounts, prepare routine reports, and compile financial data
Verify supporting documentation, process payment requests, maintain ledger accounts, prepare routine reports, and compile financial data
Advise staff on basic financial procedures, requirements for payments, currency, bank reconciliation and follow up on related matters
Input transactions into the enterprise resource planning tools SAP, SISTER etc…
Track budgetary levels and alert concerned budget holders to remain within approved limits
Produce regular and ad-hoc reports on outstanding commitments, alert team members on issues raised and outstanding payments, timeframes and bottlenecks and ensure follow-up thereon.
Assist in the preparation, cost estimation and finalization of assigned budgets and reports
Assist in the preparation of VAT claim schedules and clearing the VAT control account
Provide administrative support for official travel by ensuring approval in the Office travel plans against the correct/relevant budget code, process travel advances and settle corresponding claims
Consolidate and ensure all supporting documentation is available to support cash withdrawal, close off cash advances by verifying the supporting documents reflect the actual use of funds e.g. attendance registers, check in and departure times before settling final payment (acquittals), On an ad hoc basis attend UNESCO hosted events and workshops and ensure all related logistical requirements related to administrative actions e.g., disbursement and recording of DSA paid.
UNESCO may assign additional tasks to the contract holder or may modify the above tasks without the contract holder’s consent, provided those tasks are consistent with his/her function as set out above.

Qualifications And Experience

COMPETENCIES

Accountability (C)
Communication (C)
Knowledge sharing and continuous improvement (C)
Results focus (C)
Teamwork (C)
Planning and organizing (C)
SKILLS AND COMPETENCIES
Excellent planning, organizational and coordination skills.
Very good analytical and problem-solving skills, good sense of judgement and capacity to support sound financial and budgetary practices.
Ability to work efficiently under pressure and deliver under tight deadlines
Excellent IT skills (Outlook, Word, Excel, PowerPoint, Data Management, SAP etc.)
Willingness to work independently
Sense of confidentiality, tact and diplomacy.
Excellent interpersonal skills and capacity to work in an intercultural environment

REQUIRED QUALIFICATIONS