Administrative Assistant

United Nations Educational, Scientific and Cultural Organization , Islamabad, Pakistan



Under the overall delegated authority of the Director of the Office and the direct supervision of the Finance and Administrative Officer, the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures.

General Accountabilities:

  • Act as certifying officer up to the authorized level delegated by the CFO;
  • 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.

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.

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.

HR Accountabilities:

  • 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 incosistencies/ 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.

Required Qualifications:

Education:

  • Completed secondary, technical or vocational school education.

Work Experience:

  • Minimum of 5 years of relevant work experience in administration, finance or related area.

Skills and Competencies:

  • Good interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels.
  • Ability to analyze, interpret financial data, and monitor budgets.
  • Good organizational and coordination skills, ability to take initiatives, 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 under pressure.
  • Sense of integrity and confidentiality.
  • Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.

Languages:

  • Excellent knowledge (spoken and written) of English and/or Urdu and very good knowledge of the other one.

Source:https://careers.unesco.org/job/Islamabad-Administrative-Assistant/745215802/

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URL for CV Submission: 

https://careers.unesco.org/job/Islamabad-Administrative-Assistant/745215802/

Closing Date for Applications: 

11th May, 2022
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