UNESCO Administrative Assistant Job Available For 2024. Apply Today!

UN Jobs Admin May 22, 2024

3 minutes read

UNESCO Administrative Assistant Job Available For 2024. Apply Today!

Page Contents

Program Details

Post Number : 1ITSCPA047VC Grade : G-4 Parent Sector : Natural Sciences Sector (SC) Duty Station : Trieste, Italy Job Family : Natural Sciences Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline : 07-JUN-2024

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OVERVIEW OF THE FUNCTIONS OF THE POST

The Administrative Assistant, the incumbent will be involved in the completion of standard administrative support and activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent will provide administrative and support services in procurement, IT, processing transactions, controlling and maintaining accounts and databases, and preparing routine reports, correspondence, and technical and administrative documentation.

Long Description

Procurement:

Provide support for procurement requests and bidding processes below USD 100 000.
Prepare final bidding documentation, ensuring adequacy of procedures adopted, securing bids / proposals.
Verify purchase requisitions, check comparative quotations and certify for compliance with Rules and Regulations.
Arrange shipments, customs clearance, delivery to final destination, inspection and recording.
Submit completed procurement processes for certification of compliance with Rules and Regulations.

Logistics:

Support the Administrative Unit in managing and maintaining the Office’s facilities,utilities and services including internal and external mail.
Coordinate protocol-related processes with the authorities related to shipments and vehicles.
Assist staff, visitors and participants in travel arrangements, obtaining visas and resident documents.
Provide IT support to colleagues and international partners located remotely,regarding common software such as MS Office, Mozilla Thunderbird, web conference tools, the TWAS website and Online Forms, and website malfunctions.

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Budget and Finance Accountabilities:

Provide guidance on basic rules and procedures.
Assist in preparation and recording of budget.
Assist in the production of a variety of financial reports and statistics related to regular and extra-budgetary funds.
Ensure that accounting records are complete and properly filed.
Process payments and make disbursements in compliance with rules, regulations and procedures.

General Accountabilities:

Maintain records of transactions and Office activities.
Maintain or draft correspondence, technical papers, project/programme plans and general reference documents.

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Professionalism (C)
Results focus (C)
Teamwork (C)

REQUIRED QUALIFICATIONS

Education

Completed secondary, technical and/or vocational school.

Work Experience

At least three (3) years of relevant working experience in providing administrative or financial assistance.

Skills and Competencies

Excellent knowledge of modern office skills.
Good interpersonal and communication skills.
Good organizational and coordination skills.
Ability to ensure efficiency
Flexibility to adjust to work schedules and priorities

Languages

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

DESIRABLE QUALIFICATIONS

Skills and Competencies

Tact and ability to work harmoniously with visitors and staff of diverse national and cultural backgrounds

Work Experience

Experience in a procurement related role;
United Nations Development Programme (UNDP) procurement qualifications accredited by theChartered Institute of Procurement and Supply (CIPS or similar procurement related training;
Experience in IT support and website content management tools;

Languages

Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian, Spanish).

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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.

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The approximate annual starting salary for this post is 37 599 Euros.

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. 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.