Senior Administrative Assistant for IOC

OVERVIEW

Parent Sector : Intergovernmental Oceanographic Commission (IOC)

Duty Station: New Delhi

Job Family: Administration

Type of contract : Non Staff

Level : Level 3

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Duty Station Time) : 02 April 2025

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

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director UNESCO New Delhi Regional Office for South Asia, overall guidance of the Head IOC/MPR, and direct supervision of the Finance and Administrative Officer of the UNESCO New Delhi Regional Office for South Asia, the Senior Administrative Assistant will provide administrative support to the work of the IOC Sub-Commission for the central Indian Ocean, with full respect of UNESCO rules and procedures in the field of Finance, Budget, Logistics, and Communication Management. In particular, the incumbent shall perform the following duties:

Long Description

Budget and Financial Management

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.

  Long Description

  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.

      Short Description

      • 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.

          Long Description

          Meeting organization support

          • Assist with the organization of the 1st meeting of the IOC Sub-Commission for the central Indian Ocean to be held in United Arab Emirates, 28 April-2 May 2025.
          • Provide support for the preparation of meeting documents and dissemination to meeting participants, uploading all documentation on the IOC website.
          • Liaise with the local authorities hosting the meeting to facilitate the provision of technical services for the conduct of the meeting.
          • Provide support for the provision of travel and DSA for selected participants, and IOC/UNESCO staff.