Senior Administrative Assistant for IOC

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About the Organization

UNESCO, the United Nations Educational, Scientific and Cultural Organization, is a specialized agency dedicated to strengthening our shared humanity through the promotion of education, science, culture, and communication.

We set standards, produce tools and develop knowledge to create solutions to some of the greatest challenges of our time, and foster a world of greater equality and peace.

Job Responsibilities

Financial Accountabilities

• Ensure that the Office’s financial resources and expenditures are fully and properly accounted; schedule payments and disbursement of funds.
• Ensure accurate and timely processing of assigned accounts, developing budget estimates and monitoring expenditures, participating and advising in the preparation of financial statements and budgets.
• Compile and consolidate data from various sources into financial statements; prepare worksheets.
• Monitor expenditures, review payments and reconcile accounts.
• Investigate anomalies and erroneous charges and take corrective action.
• Provide assistance and guidance to undertake coding and data entry task and to extract information.

Budgetary Accountabilities

• Assist on planning and budgeting and recommend modifications.
• Prepare budget proposals and cost estimates and ensure that data is correct.
• Identify irregularities and undertake transactions to correct errors/omissions.

Logistics Accountabilities

• Research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.
• Review contractual documents (TOR, budget, contract nature and type).
• Resolve issues/ problems related to delivered goods.
• Prepare requisitions for supplies and equipment.
• Arrange for control and distribution of inventory records.
• Support the office in preparing and updating make travel arrangements; prepare required travel requisitions, book air tickets and monitor the budget; arrange hotel accommodations and other related logistics following UNESCO policies, procedures, and rules.

Communication Management

• Support establish relevant IOCINDIO-related partnerships with those UN, international, regional, national agencies, NGOs and the industry active in the region and operating in core strategic areas of IOCINDIO as a means for complementary project implementation and extra budgetary funding.
• Facilitate the flow of knowledge and information between IOCINDIO and other Sectors/Units within the UNESCO New Delhi Office; recommend and establish systems and streamline procedures to enhance established workflows.
• Help to increase the unit’s overall communication and outreach capacity, with a view to the private sector targeting the public, development partners and the donor community, and the unit’s interaction with the Communication Unit of the New Delhi Office, as well as the resources Mobilization Officer.
• Undertake other tasks as requested by the Finance and Administrative Officer.

Education Qualification/Required Skills & Experience

• Completed Secondary Education, technical and/or vocational diploma/certificate.

Work Experience

• Minimum 7 (seven) years of progressively responsible and relevant work experience in one or several subject areas of administration including proven finance/accounting experiences.
• Experience in writing material including budget and finance documents.

Skills and competencies

• Good interpersonal skills, with the ability to work in a team and multi-cultural environment.
• Thorough knowledge of administrative rules, policies, processes and procedures gained through extensive experience in a related area.

Proven skill in managing a complex and demanding workload and accomplishing work through others.

• Ability to draft high quality, clear, concise notes and documents.
• Excellent IT skills, including knowledge of standard office software i.e. Microsoft Word, Excel, Outlook, PowerPoint etc.
• Familiarity with social media.
• Ability to take initiatives.
• Capacity to adapt and adjust work schedules and perform diligently under pressure.
• Familiarity with the work and general functioning of international organization and/or the UN system.

Languages

• Excellent knowledge of written and spoken English.

Desirable qualifications

Education

• Advanced University degree in Business Administration, Public Administration, finance, accounting or other relevant fields.
• Accounting certificate or relevant certificate.

Work Experience

• Programme administrative support experience with the United Nations System, multilateral organizations or international development institutions.
• Relevant work experience acquired at the international level.

Skills and competencies

• Good knowledge and understanding of UNESCO’s programmes and activities, particularly in Natural Sciences.
• Knowledge of the geopolitical context of the region.
• Knowledge of UN Rules, Regulations and administrative procedures.

Languages

• Knowledge of French or any other official UNESCO language (Arabic, Chinese, Russian, Spanish).
• Excellent knowledge of an Indian official language is an asset.

For more information please check the Link

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