Administrative Assistant - Education

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission to contribute to peace and security" style="border-bottom: 1px dotted #007bff !important;">security by promoting international collaboration through educational, scientific, and cultural reforms. With a presence in over 190 countries, UNESCO aims to build peace in the minds of men and women. The organization employs thousands of staff members worldwide, working towards its goals of fostering education, protecting cultural heritage, and promoting freedom of expression.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Education Sector at UNESCO by providing specialized administrative services. This position involves a variety of budgetary, financial, and administrative tasks that are essential for the successful implementation of educational activities. The incumbent will work under the supervision of the Finance and Administrative Officer, assisting in the preparation of budgets, managing financial transactions, and ensuring compliance with organizational policies. The role requires a proactive approach to problem-solving and the ability to communicate effectively with various stakeholders within the organization.

Duties and Responsibilities:

• Assist in the preparation of budgets, budget revisions, work-plans, and budgetary reports, ensuring accuracy and compliance with approved funds. Verify budgetary transactions and expenditures, enter data into the financial management system, and reconcile budgetary data to support expenditure recording and budgetary tracking.
• Process draft contracts, mission requests, and other commitments for approval, ensuring all necessary follow-ups are conducted. Identify and report any discrepancies in budgetary and financial data.
• Verify payment requests against contractual obligations and recommend payment certifications. Manage open commitments and ensure proper closure of financial obligations in consultation with project teams.
• Compile and prepare regular and ad hoc budgetary and financial updates, reports, and statistics for management review. Draft correspondence and validate reports for accuracy.
• Participate in project management discussions and respond to inquiries regarding financial performance. Liaise with central services for additional information as needed.
• Maintain and update electronic and hard-copy files related to project budgets, contracts, and administrative actions, supporting audit processes as required.

Required Qualifications:
Candidates must have completed secondary, technical, or vocational education. A minimum of 5 years of relevant professional experience in administrative support tasks is required, with a strong background in audit and accounting practices. Candidates should possess good organizational and coordination skills, the ability to work effectively in a team, and a commitment to providing quality support and services. Proficiency in IT skills, particularly in MS Office and knowledge of ERP systems like SAP, is essential. Familiarity with budget and finance practices in large organizations is also necessary.

Educational Background:
The position requires candidates to have completed secondary education, with technical or vocational training being advantageous. Higher education qualifications may be considered an asset, particularly if they are relevant to administrative support or financial management.

Experience:
Candidates should have at least 5 years of relevant professional experience in administrative support roles. Experience in an international organization, particularly with UNESCO, is highly desirable. Familiarity with UNESCO's administrative procedures and financial processes would be a strong asset for applicants.

Languages:
Excellent knowledge of English or French is mandatory, with good working knowledge of the other language required. Knowledge of other UNESCO official languages would be considered an asset, enhancing communication within the organization and with international stakeholders.

Additional Notes:
The position is a project appointment with a duration of 1 year, subject to extension based on funding availability and satisfactory performance. The role is open to both internal and external candidates, but only those entitled to work in France may apply. The approximate annual starting salary for this position is 43,734 EUR, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. The selection process may involve video interviews, written assessments, and reference checks. UNESCO emphasizes a commitment to diversity and encourages applications from under-represented groups.