Administrative Assistant (Finance)

Post Number : 1ITSCPA046VC

Grade : G-4

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Trieste

Job Family: Natural Sciences

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 21-MAY-2024 (EXTENDED)

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

Duration of contract: 1 year with the possibility of extension subject to availability of funds and satisfactory performance.

Only candidates who are entitled to work in the E.U. may apply to this position.

OVERVIEW OF THE FUNCTIONS OF THE POST

The World Academy of Sciences (TWAS) aims at building scientific capacity  in developing countries. The TWAS Executive Director is the overall responsible officer for TWAS and the entire TWAS-IAP-OWSD Secretariat.

Under the overall delegated authority of TWAS Executive Director and the direct supervision of the Associate Finance & Fundraising 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 and support services in processing transactions, control and maintenance of accounts and databases, and preparation of routine reports, correspondence and administrative documentation.

Within delegated authority, the incumbent will be responsible for the following duties:

Long Description

General Accountabilities:

• Assist in the preparation of documents/reports.
• Assist in the creation and maintenance of internal databases.
• Compile, verify and maintain records of transactions and Office activities.
• Classify and code material relating to a number of subject areas and maintain general office files.
• Search Office files and records relating to a variety of topics for information and reference from automated systems.
• Select information and record in correspondence, technical papers, project/programme plans and general reference documents.
• Draft routine correspondence,  memoranda and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.

Financial Accountabilities:

• Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures.
• Provide information, explanation and guidance on basic rules and procedures.
• Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications  are complete and properly filed.
• Ensure that monthly bank statements of accounts of the Office are received on time,  maintain and update related files.
• Occasionally make disbursements from petty cash; ensure that all necessary receipts are provided and keep updating the register of petty cash.

Long Description

Logistics:

• Follow up air tickets purchase and payments, prepare travel authorizations and assemble information pertinent to the purpose of travel; track security certificates. Make travel and hotel reservations.
• Assist in check and certification of staff mission travel and all the related documentation.
• Assist staff, visitors and participants in obtaining visas and resident documents.
• Assist colleagues in POs / contracts preparation in UNESCO’s electronic management system.
• Coordinate with the relevant authorities (e.g. MOFA, Customs and Tax Departments) in relation to shipments; Follow up on requests by tracking and collecting orders (goods and services), check that goods and services are received according to the terms of the Pro forma (time, quantity, quality).
• Assist in maintaining, updating, transmitting inventory records of non-expendable equipment to BFM.
• Liaise with companies in relation to deliveries and payments.
• Provide occasional IT support to colleagues and international partners located remotely with regards to most common software such as MS Office, Mozilla Thunderbird, and web conference tools.

 Budget Accountabilities:

• Register actions/data; do non-complex corrections in systems.
• Assist in preparation of budget, check completeness, accuracy and compliance of documentation.
• Assist in the production of a variety of financial reports and statistics related to extra budgetary funds.
• Extract data and information from the automated financial and programmatic systems (IRIS; CORE MANAGER etc.) and prepare standard reports.

Long Description
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 school.

Work Experience

• At least three (3) years of relevant working experience in general administrative, finance or related area.

Skills and competencies 

• Excellent knowledge of modern office skills and commonly used IT tools.
• Good knowledge of accounting and finance procedures.
• Good organizational and coordination skills.
• Ability to ensure efficiency and to work in teams.

Languages

• Excellent knowledge (spoken and written) of English and Italian.

DESIRABLE QUALIFICATIONS

Education

• Professional certification in finance or accounting.

Skills and Competencies

• Experience with ERP systems (Preferably SAP based).
• Knowledge of UN Rules, Regulations and administrative procedures.

Languages

• Knowledge of other official UNESCO language (French, Arabic, Chinese, Russian, Spanish) would be an asset.

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 37 599 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.