Administrative Assistant (Education)
Organizational Context
The Education Sector (ED) at UNESCO, based in Paris, is seeking an Administrative Assistant (G-5) for a one-year project appointment with potential for extension. This role operates under the general authority of the Assistant Director-General for Education and the direct supervision of the Finance and Administrative Officer. The position is crucial for supporting the implementation of activities through specialized administrative, budgetary, and financial services.
Job Purpose
The Administrative Assistant will provide specialized administrative support within the Education Sector, focusing on budgetary, financial, and related tasks essential for activity implementation. This includes assisting in budget preparation, revisions, and work-plan development, ensuring accuracy and compliance with approved funds. The role involves verifying budgetary transactions, entering data into the financial management system, and reconciling data for expenditure recording and reporting. Additionally, the incumbent will process contracts, mission requests, and other commitments, manage payment verifications, and review open commitments. A key aspect is compiling financial updates and reports for management scrutiny, drafting correspondence, and ensuring the accuracy of financial figures. The position also requires maintaining project-related files and supporting audit processes, contributing to the smooth operational functioning of the Education Sector's projects.
Responsibilities
The Administrative Assistant is responsible for supporting budget preparation, revisions, and work-plan development, ensuring accuracy and compliance with approved funds. This includes verifying budgetary transactions and expenditures, entering data into the financial management system, and reconciling budgetary data for expenditure recording and reporting. The role involves screening and processing draft contracts, mission requests, and other commitments, and following up as required. Verification of payment requests against contractual obligations and processing of delegated contractual transactions are also key duties. The incumbent will review open commitments, clean unliquidated obligations, and accounts in consultation with project teams and relevant departments. Furthermore, the Administrative Assistant will assist in compiling and preparing regular and ad hoc budgetary/financial updates, reports, statistics, and projections for management. Drafting correspondence and verifying reports and tables for accuracy and consistency are essential. The position requires maintaining electronic and hard-copy files related to project budgets, finance, and contracts, and supporting audit processing. Liaising with central services for information and clarification is also part of the role, ensuring efficient administrative operations.
Work Experience
A minimum of 5 years of relevant professional experience in administrative support tasks is necessary. Experience in audit and accounting is also required. Experience in an international organization is desirable.
Skills
Proficiency in organizational and coordination skills, with the ability to plan and monitor workplans. Strong IT skills, including MS Office Suite and ERP systems like SAP, are essential. Knowledge of budget and finance practices in a large organization is required. Excellent communication, teamwork, and interpersonal skills are necessary, along with a commitment to reliability and professionalism.