ADMINISTRATIVE ASSISTANT

Parent Sector: Sector For Administration and Management (ADM)

Duty Station: Paris

Job Family: Administration

Type of contract: Non Staff

Level: Level 2

Duration of contract: From 7 to 11 months

Recruitment open to: Internal and external candidates

Application Deadline (Midnight Paris Time): 23-JAN-2025

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 Chief of Section and the direct supervision of the Head of the Field Administrative Support Unit, the incumbent provides specialized administrative and support services in a range of specialized areas and shall ensure application and compliance with the rules, regulations, policies and practices in place. Specifically, the incumbent will:

1. Act as certifying officer up to the authorized level delegated by the CFO;
2. Review, record and settle payments to suppliers and other contractors within delegated financial authority ensuring compliance with established rules and procedures.
3. Review and record travel requests and claims and settle the corresponding entitlement payments to staff ensuring compliance with established rules and procedures.
4. Code and enter financial accounting entries related to payables, and monitoring vendor accounts.
5. Assist in reviewing, monitoring, tracking, and analyzing financial transactions daily and making corrections as appropriate.
6. Assist in reviewing and reconciling various clearing accounts to ensure appropriate balances.
7. Investigate erroneous/invalid entries and take appropriate corrective accounting action.

COMPETENCIES (Core / Managerial)

1. Accountability (C)
2. Communication (C)
3. Innovation (C)
4. Knowledge sharing and continuous improvement (C)
5. Planning and organizing (C)
6. Results focus (C)
7. Teamwork (C)

REQUIRED QUALIFICATIONS

EDUCATION

Completed secondary education.

Technical diploma in accounting (e.g., BTS en Comptabilité)

EXPERIENCE

Minimum five years of experience in accounting.

Proven experience working with SAP.

LANGUAGES

Very good knowledge of English (oral and written).

OTHER: French work permit is required.

DESIRABLE QUALIFICATIONS

EXPERIENCE

Experience working with SAP's financial and travel modules.

LANGUAGES

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

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an online 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 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.

Please note that UNESCO is a non-smoking Organization.