Assistant(e) Administratif(ve) et Financier(ere)
Organizational Context
The UNESCO Office in Brazzaville implements programs and activities in various fields of expertise to support national development priorities. Effective execution relies on efficient administrative, financial, and logistical management, adhering to UNESCO's rules, procedures, and internal control standards. To enhance operational capacities, UNESCO seeks an Administrative and Financial Assistant.
Job Purpose
The Administrative and Financial Assistant will provide transversal support to the Bureau's administrative, budgetary, financial, and logistical activities. Under the supervision of the Head of the Education Sector and in close collaboration with the Bureau's Administration, the incumbent will contribute to the smooth functioning of administrative and financial operations and ensure compliance with institutional procedures. This role is crucial for the effective implementation of the Bureau's activities, guaranteeing the quality and reliability of operations while upholding UNESCO's administrative, financial, and budgetary standards. Collaboration will extend to various sectors, headquarters and regional administrative services, partner ministries, consultants, suppliers, UN agencies, and other implementing partners.
Responsibilities
Manage financial and budgetary aspects, including cost estimations, commitment and expenditure tracking, payment processing, and budget dashboard updates. Process payments by verifying supporting documents, preparing payment requests, and monitoring advances and reimbursements, ensuring adherence to UNESCO financial procedures. Support procurement, contracting, and vendor management processes by preparing administrative files, tracking acquisitions, contracts, deliveries, and payments. Assist in preparing and monitoring official missions and travel, including mission authorizations, cost estimations, reservations, and expense reimbursements. Provide administrative support for human resources, contributing to the tracking of recruitments, contracts, individual files, onboarding, and updating personnel information in institutional systems. Ensure administrative follow-up, document management, and report production by updating information systems, dashboards, and databases, managing filing and archiving, and preparing necessary administrative, financial, and statistical reports. Uphold administrative and financial procedures by supporting teams on UNESCO rules, contributing to internal control, and mitigating administrative and financial risks.
Work Experience
A minimum of five (5) years of relevant experience in administration, accounting, finance, or budget management. Experience in budget monitoring, payment processing, mission organization, and administrative management is essential.
Skills
Proficiency in administrative, financial, and budgetary procedures. Mastery of office software (Word, Excel, PowerPoint, Outlook). Ability to produce tracking tables and administrative/financial reports. Strong aptitude for managing administrative files, contracts, and procurement. Knowledge of an ERP system (SAP or equivalent) is an asset. Excellent command of French (oral and written). Knowledge of English is an asset.