Finance and Administrative Assistant

OVERVIEW

Parent Sector : Field Office

Duty Station: Harare

Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: Administration

Type of contract : Non Staff

Level : Level 2

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 24-JAN-2025

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Director/Head of the Regional Office and the direct supervision of the Senior Operations Officer, the incumbent provides a range of finance and administrative activities to support the administrative unit and project/programme delivery.

Under the general supervision of the Senior Operations Officer and within delegated authority, the Finance and Administrative Assistant will be responsible for the following duties:

• Assist in reviewing, monitoring, tracking, and analyzing system transactions daily and making corrections as appropriate.
• Assist in the budget review, prepare budget revisions as and when required, and input the same into the system.
• Assist in generating budgetary and financing reports, including statistical/financial data tables, charts, and spreadsheets using office software and templates.
• Assist in reviewing and reconciling various clearing accounts to ensure appropriate balances.
• Investigate erroneous/invalid entries and take appropriate corrective accounting action.
• Raise necessary obligation documents for contracts, travel, etc., prepare payment and expenditure reports, and follow up.
• Analyze staff and vendor accounts and take the necessary action to clear outstanding receivable and payable transactions.
• Assist in processing payments to local vendors for goods and services. This includes calculating, inputting, and checking payments for correctness and communicating discrepancies to the supervisor.
• Assist in processing payments to staff members for their entitlements, including local salaries, claims, and other allowances.
• Respond to queries from staff members and third parties.
• Creation and peer review of various transactional documents in the system.
• Follow up with various offices for approval of documents created in the system.
• Support UNESCO's effective participation in Operations Management Team (OMT) working groups, task teams, etc., as assigned by the Senior Operations Officer, contributing to UNESCO's planning and reporting against the requirements and alignment with the harmonized processes at the country level in accordance with the organization's regulations and rules and the office's procedures.
• Support any other administration and related coordination tasks and assist other team members as assigned by the Senior Operations Officer or the Director.

  Long Description

  Long Description

  Long Description

  COMPETENCIES (Core / Managerial) Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)Professionalism (C)

  - For detailed information, please consult the UNESCO Competency Framework.

  REQUIRED QUALIFICATIONS

  Education

  • A first-level university degree in in finance, accounting, or related is required.
  • Additional technical training in accounting/finance (CPA, ACCA, etc.), administration/statistics, or directly related fields is required.

    Work Experience

    • Minimum of two (2) years of relevant progressively responsible professional experience in finance, budgeting, accounting, and administrative services.

      Language

      • Excellent knowledge (written and spoken) of English.

        DESIRABLE QUALIFICATIONS, SKILLS & COMPETENCIES

        • Experience in international organizations or United Nations agencies.
        • Good interpersonal and communication skills, strong service orientation, and ability to deal efficiently with partners at different levels.
        • Experience with an Enterprise Resource Planning system (ERP).
        • Ability to analyze, interpret financial data, and monitor budgets.
        • Ability to work as part of a team and provide quality and timely support and capacity to work efficiently under pressure.
        • Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint) and database packages.

          Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

          SELECTION AND RECRUITMENT PROCESS

          Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

          The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.

          UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

          Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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          UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

          UNESCO does not charge a fee at any stage of the recruitment process.

          Please note that UNESCO is a non-smoking Organization.