Senior Administrative Assistant

Title: Senior Administrative Assistant (Only candidates resident in Indonesia with authorization to work in the country are eligible to apply)
Domain: Administration
Grade: G 6
Post Number: 4IDBFM0703RP
Organizational Unit: BFM
Duty Station: Jakarta
Type of contract: Fixed Term
Annual salary: Approx. 252.777.000 Rps
Deadline (midnight, Paris time): 31 October 2019

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

Overview of the functions of the post
Under the overall authority of the Director of UNESCO Office in Jakarta and the direct supervision of the Finance and Administrative Officer, the incumbent provides high-level administrative and support services in a range of specialized areas and plays a lead role within the unit in ensuring application and compliance with the rules, regulations, policies and practices in place.

Specific tasks for the post will be as follows:

1.    General Accountabilities

  • Act as certifying officer up to an authorized level delegated by the Chief Financial Officer (CFO);
  • Provide guidance and interpretation on administrative rules, regulations and procedures;
  • Advise on operational and technical routine transactions;
  • Recommend process and system related modifications and improvements to support successful administration and financial monitoring and control;
  • Interpret provisions and provide guidance on complex and non-recurring issues;
  • May supervise activities related to office maintenance, security, transport and similar services.

2.    Financial Accountabilities

  • Ensure that the office’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 assigned accounts, 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 Programm (RP) and Extra Budgetary (EXB) funds.
  • Compile and consolidate data from various sources into financial statements, prepare worksheets.
  • Monitor expenditures, review payments and reconcile accounts.
  • Investigate anomalies and erroneous charges and take corrective action.
  • Provide assistance and guidance to undertake coding and data entry task and to extract information, to run reports from FABS SISTER or other online financial system.

3.    Budgetary Accountabilities

  • Prepare RP and EXB budget reports and communicate on them;
  • Assist and advise on planning and budgetting and recommend modifications;
  • Prepare budget proposals and cost estimates and ensure that data is correct;
  • Identify irregularities and undertake transactions to correct errors/omissions.

4.    HR Accountabilities

  • Handle non-routine or complex cases, prepare associated documents/ correspondence for personnel actions based on oral instructions and previous experience;
  • Follow-up on coming Human Resources (HR) actions and oversee maintenance, update and clean-up of database;
  • Issue non-staff contracts, advise on recruitment process and entitlements;
  • Liaise with central services (Human Resources Management, Bureau of Financial Managment, Management Support Services etc) to discuss and obtain additional information, clarifications and policy interpretation.

5.    Logistics Accountabilities

  • Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market. 
  • Review contractual documents (Term Of References (TOR), budget, contract nature and type).
  • Resolve issues/ problems related to delivered goods.
  • Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues. 
  • Arrange for control and distribution of inventory records.
  • Security: Ensure compliance

Competencies
A successful candidate will be required to demonstrate the following competencies:

  • Accountability
  • Communication
  • Teamwork
  • Innovation
  • Results focus
  • Planning and organizing
  • Knowledge sharing and continuous improvement

For detailed information please consult the UNESCO Competency Framework

Required qualificationsEducation

  • Completed secondary, technical or vocational education.


Work Experience

  • Minimum eight (8) years of relevant experience in the field of General and/or Administrative Services.


Skills and competencies

  • Strong communication skills.
  • Good organizational and coordination skills, ability to take initiatives; establish priorities and capacity to work efficiently under pressure.
  • Capacity for accuracy and attention to detail.
  • Strong analytical skills and ability to analyze complex issues.
  • Excellent IT skills.
  • Ability to interpret rules and administrative guidelines in the field of Finance, Budget and Human Resources.


Languages

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

 Desirable qualifications Education

  • Training/Certificate in finance, business administration, operations and logistic or related fields.

Work Experience

  • Experience within the UN System or international organizations.
  • Experience in programme implementation.

Skills and competencies

  • Ability to work in a multicultural environment.

Languages

  • Knowledge of other official UN languages (Arabic, Chinese, French,  Russian, Spanish)


Assessment
An assessment exercise may be used in the evaluation of candidates

Application Process

Interested applicants should forward a mandatory UNESCO CV (Form HR 5-1) with a covering letter in English to the e-mail address:
Recruitment.Jakarta(at)unesco.org by indicating the post title and the post number they are applying for in the subject line “Application for Senior Administrative Assistant, 4IDBFM0703RP”.

Interested and suitable candidates should ensure that their application is complete and submitted on or before 31 October 2019 (midnight, Jakarta time). Applications that are incomplete or are received after the deadline will not be considered.

Due to the volume of applications, only short-listed applicants will be contacted.

Benefits and entitlements

UNESCO’s salaries are paid in Local currency and are exempt from tax. Other benefits include: 30 days annual leave, family allowance, medical insurance and pension plan. 

Please note that UNESCO is a no-smoking Organization.

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