Administrative Assistant

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

In particular, the incumbent will carry out the following responsibilities: 

General Accountabilities:

Act as certifying officer up to the authorized level delegated by the Chief Financial Officer;

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;

Assist in overseeing activities related to office maintenance, security, transport and similar services, as required;

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 and follow up on bank documents.

Long Description

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.

Long Description

Logistics:

Shipment: make arrangements, assist and advise on shipping; liaise with customs;

Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers;  

Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances.  

Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.

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 education.

Work Experience

Minimum 5 years of relevant professional experience in administration, finance, accounting, or audit.

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 effectively manage priorities.

Strong sense of integrity and confidentiality.

Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.

Languages:

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

Source: https://careers.unesco.org/job/Amman-Administrative-Assistant/815208102/