Administrative Assistant
Organizational Context
The UNESCO Office in Havana seeks an Administrative Assistant to join its administrative support team. This role operates under the delegated authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer. The position is crucial for maintaining the smooth functioning of the office's administrative operations in Cuba.
Job Purpose
The Administrative Assistant will provide essential administrative and support services in alignment with UNESCO's rules and regulations. This role involves processing transactions, contributing to the control and maintenance of accounts and databases, and preparing routine reports, correspondence, and administrative documentation. The incumbent will support various functions including general administration, finance, budget management, human resources, and logistics. This position is key to ensuring efficient office operations and supporting the UNESCO mission in Havana.
Responsibilities
The Administrative Assistant will be responsible for a range of duties including general administration, such as preparing documents, maintaining records, and managing office files. In finance, responsibilities include processing payments, verifying supporting documents, providing guidance on procedures, managing petty cash, and assisting with bank reconciliations. For budget management, the role involves registering data, correcting system entries, assisting in budget preparation, and generating financial reports. Human resources support includes extracting data, maintaining databases, drafting correspondence, and assisting staff with personnel-related documentation and visa processes. Logistics and travel duties encompass arranging shipments, verifying purchase orders, managing inventory, and coordinating travel arrangements. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively.
Work Experience
A minimum of three years of relevant work experience in administration, finance, or a related field is necessary. Experience within the United Nations System, another international organization, or a comparable institutional environment is advantageous.
Skills
Proficiency in IT, including standard office software and ERP systems, is essential. Strong administrative, organizational, and record-management skills with a focus on accuracy are required. The ability to process routine transactions and data according to established procedures, coupled with good written and oral communication skills, is important. The candidate should be able to work autonomously on standard tasks and collaborate effectively with colleagues and external stakeholders.