Administrative Assistant

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. The organization operates in over 190 countries and has a workforce of approximately 2,000 employees. UNESCO aims to build peace in the minds of men and women through education, science, culture, and communication.

Job Overview:
The Administrative Assistant position at UNESCO in Havana is integral to the administrative support team, providing essential services in line with UNESCO's rules and regulations. The role involves processing transactions, maintaining accounts and databases, and preparing routine reports and correspondence. The Administrative Assistant will work under the supervision of the Finance and Administrative Officer and will be responsible for ensuring that administrative processes are efficient and compliant with organizational standards. This position is crucial for the smooth operation of the UNESCO Office in Havana, contributing to the overall mission of the organization by ensuring that administrative functions are carried out effectively and efficiently.

Duties and Responsibilities:
The Administrative Assistant will have a diverse set of responsibilities, including:

• General Administration: Assisting in the preparation of documents and reports, maintaining records of transactions and office activities, classifying and coding materials, and drafting routine correspondence.
• Finance: Processing payments, verifying supporting documents, providing guidance on basic rules and procedures, and managing petty cash disbursements.
• Budget: Assisting in budget preparation, verifying documentation, and producing financial reports.
• Human Resources: Maintaining personnel files, assisting staff with documentation, and coordinating interview schedules.
• Logistics and Travel: Arranging shipments, verifying purchase orders, maintaining inventory records, and preparing travel authorizations. The role requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders.

Required Qualifications:
Candidates must possess a completed secondary, technical, or vocational school diploma. Additionally, they should have a minimum of three years of relevant work experience in administration, finance, or a related area. Strong IT skills, particularly in standard office software and ERP systems, are essential. Candidates should demonstrate good administrative, organizational, and record-management skills, with a keen attention to detail. Excellent written and oral communication skills are necessary, along with the ability to work independently and collaboratively.

Educational Background:
The position requires a completed secondary, technical, or vocational school diploma. Additional training or post-secondary studies in accounting, finance, business administration, or a relevant administrative field would be considered an asset. Candidates with relevant administrative experience within the United Nations System or another international organization will have an advantage.

Experience:
The ideal candidate should have a minimum of three years of relevant work experience in administration, finance, or a related area. Experience within the United Nations System or comparable institutional environments is highly desirable, as it demonstrates familiarity with the specific administrative and operational requirements of international organizations.

Languages:
Fluency in Spanish, both written and spoken, is mandatory for this position. A working knowledge of English is also required. Knowledge of another official language of UNESCO, such as Arabic, Chinese, French, or Russian, would be considered a desirable qualification, enhancing the candidate's profile for this role.

Additional Notes:
The position is a fixed-term contract for a duration of two years, with the possibility of renewal. Candidates must be entitled to work in Cuba to apply for this position. The approximate starting salary for this role is 12,550 USD, which will be disbursed in either EUR or CUP. UNESCO emphasizes a commitment to diversity and encourages applications from candidates of various backgrounds, including those from under-represented Member States, minority groups, indigenous groups, and persons with disabilities. The organization adheres to a zero-tolerance policy against harassment and is dedicated to maintaining a diverse workforce.