(Only candidates resident in Ethiopia with authorisation to work in the country are eligible to apply).
Domain: Administration
Post Number: 6ETBFM0701RP
Grade: G5
Organizational Unit: UNESCO Liaison Office
Primary Location: Addis Ababa, Ethiopia
Type of contract: Fixed Term Appointment
Recruitment open to: Internal and external candidates
Annual salary: 11 649 USD (Annual Salary)
Deadline (midnight, Ethiopia time): 18 August 2017
OVERVIEW OF THE FUNCTIONS OF THE POST
Overview of the Office
The mission of UNESCO Addis Ababa is to contribute to sustainable human development in a culture of peace underpinned by tolerance, democracy and human rights through programs and projects in UNESCO's fields of competence: Education, Natural Sciences, Human and Social Sciences, Culture and Communication and Information.
The UNESCO Addis Ababa office comprises the Liaison office with African Union Commission (AUC) and the United Nations Economic Commission for Africa (UNECA) and the National Office for Ethiopia, under the Nairobi Multi-sectoral regional office, covering the East Africa region.
Duties and Responsibilities
Under the overall authority of the Director of the UNESCO Addis Ababa Liaison Office (LO) and direct supervision of the Finance and Administrative Officer, the incumbent shall serve as Administrative Assistant in the Administration unit and shall assist in the execution of the administrative and finance functions of UNESCO LO.
Main Activities:
General Accountabilities:
Act as certifying officer up to the authorized level delegated by the CFO.
Draft and prepare routine correspondence, memoranda and non-substantive reports. Maintain confidential and general files and establish reference systems.
Assist in the preparation of budgetary and financial reports, statistics or projections for managers' use.
Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures.
Assist in overseeing activities related to office maintenance, security, transport and similar services.
Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.
Finance Accountabilities:
Assist and inform the supervisor on financial status, by using management information systems and reporting.
Code, record and reconcile accounting transactions.
Verify and process payments.
Maintain specific accounts, calculate and compile financial data, prepare routine reports.
Generate expenditure reports from the automated systems.
Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions.
Act as bank focal point in charge of reconciliation.
Follow up on bank documents.
Budget Accountabilities:
Monitor and control commitments and expenditures; prepare detailed cost estimates and other data for use in budget analysis and proposals.
Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities).
Generate expenditure reports from automated information system databases; compile budget data.
Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures; cross check consistency of figures.
Review overall accuracy and consistency of draft reports; cross-check consistency of figures.
Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.
HR Accountabilities:
Assist in HR administrative matters;
Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database.
Retrieve and analyses HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action.
Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures.
Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licences and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs).
Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation.
Logistics:
Shipment: make arrangements, assist and advise on shipping; liaise with customs.
Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers.
Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances.
Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.
Additional activities that may be required to ensure the success of the work team.
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries are paid in local currency. Other benefits include 30 days annual leave per annum, family allowance, medical insurance and pension plan. Please note that UNESCO is a non-smoking organisation. A written examination, in addition to competency-based oral interviews will be used in the evaluation of candidates.