ASSISTANT(E) ADMINISTRATIF(-VE) (PROJET EDUCATION)

Organizational Context

The UNESCO office in N'Djamena, Chad, is implementing the PRET project (Programme d'éducation pour la résilience au Tchad), funded by the GPE. This role supports the administrative and financial operations for PRET and other ongoing projects, ensuring compliance with UNESCO's regulations, rules, practices, standards, and procedures. The position operates under the delegated authority of the Head of the UNESCO Antenna in N'Djamena and the direct supervision of the Finance and Administration Officer.

Job Purpose

The Assistant Administrative (Education Project) will provide comprehensive administrative and financial support services within UNESCO's N'Djamena office. This role is crucial for the effective implementation of the PRET project and other initiatives, ensuring adherence to organizational standards. The incumbent will manage routine correspondence, maintain records, and assist in preparing financial and budgetary reports. They will also handle financial transactions, including coding, recording, and processing payments, and act as a focal point for banking reconciliations. Furthermore, the position involves monitoring project budgets, identifying discrepancies, and assisting with HR administrative tasks, procurement, logistics, and travel arrangements. This role requires meticulous attention to detail, strong organizational skills, and the ability to provide timely and accurate support to project activities and personnel.

Responsibilities

The Assistant Administrative will be responsible for a range of administrative duties, including acting as a certifying officer up to delegated authority levels, drafting routine correspondence, and maintaining confidential and general records. They will assist in preparing budgetary and financial reports, statistics, and projections, and review draft reports for accuracy and consistency. Financial responsibilities include assisting the supervisor with financial status updates, coding and recording accounting transactions in SAP (IRIS), verifying and processing payments, and maintaining specific accounts. The role involves generating expenditure reports, providing guidance on basic financial procedures, and acting as a banking focal point for reconciliations. Budgetary duties encompass monitoring project commitments and expenditures, preparing cost estimates, tracking budget levels, and alerting supervisors to potential funding shortfalls. The Assistant Administrative will also support HR administration, including drafting personnel-related documents, managing HR databases, processing payroll and entitlements, and assisting with staff onboarding and recruitment processes. Additionally, the role involves supporting procurement, logistics, and travel, including customs liaison, assisting with procurement actions, and managing travel arrangements and expense reimbursements.

Work Experience

A minimum of 5 years of progressive professional experience in administration, human resources, finance, or procurement is required. Experience within the United Nations system or another international organization is desirable.

Skills

Proficiency in ERP systems such as SAP is required. Strong interpersonal and communication skills, excellent analytical and technical abilities, and good planning and coordination capabilities are essential. The ability to prioritize, organize work, take initiative, and provide timely, quality service is crucial. Candidates must demonstrate the capacity to identify errors and propose corrective actions. Excellent computer skills, particularly in MS Office Suite (Outlook, Word, Excel, PowerPoint), are necessary. Fluency in French is required, with knowledge of Chadian Arabic and English being desirable.

Explore related opportunities