Senior Administrative Assistant – UNESCO Job in Ethiopia

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director of the International Institute for Capacity Building in Africa (IICBA) and direct supervision of the Finance and Administrative Officer, the incumbent shall serve as Senior Administrative Assistant in the Administration unit and shall assist in the execution of the administrative and human resources functions of IICBA.

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, cross-check consistency of figures.
• May assist in overseeing activities related to office maintenance, security, transport and similar services.
• Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.

Long Description

Finance Accountabilities

• Assist and inform the supervisor on financial status, by using management information systems and reporting.
• Code, record and reconcile accounting transactions.
• Verify and process payments.
• Maintain specific accounts, calculate and compile financial data, 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 on banking and currency provisions.
• Act as bank focal point in charge of reconciliation.
• Follow-up on bank documents.

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 identifies any errors or irregularities).
• Generate expenditure reports from automated information system databases; compile budget data.
• 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.
• Review overall accuracy and consistency of draft reports; cross-check consistency of figures.
• Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.

Long Description

Human Resources Accountabilities (HR)

• Assist in HR administrative matters.
• Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database.
• Retrieve and analyse HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action.
• Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures.
• Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licences and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs).
• Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation.

Logistics

• Shipment: make arrangements, assist and advise on shipping; liaise with customs.
• Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers.
• Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances.
• Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical or vocational school.

Work Experience

• Minimum of eight (8) years of relevant professional experience in the field of administration, human resources, finance and procurement field, or related field.

Skills & Competencies

• Interpersonal and professionalism skills, integrity and team spirit.
• Excellent analytical and technical skills.
• Good interpersonal and communication skills, including preparation of correspondence and correction of documents.
• Planning and coordination skills and demonstrated ability to set priorities and organize own work.
• Ability to take initiatives and provide quality and timely support and services.
• Ability to identify errors or irregularities and propose remedial actions.
• Very good IT skills, including knowledge of ERP systems.

Languages

• Excellent knowledge of Amharic and English, both oral and in writing.

DESIRABLE QUALIFICATIONS

Education

• Training/certification in accounting, finance or administration, or any other related field.

Work Experience

• Professional experience within the United Nations system or an international organization.

Skills & Competencies 

• Ability to work/deal effectively and tactfully with a variety of stakeholders in a multicultural environment.

Languages

• Knowledge of another UNESCO official language (Arabic, Chinese, French, Russian and/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 USD 18,553.

SELECTION AND RECRUITMENT PROCESS

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