Administrative Assistant 22197

OVERVIEW

Post Number:5JOADM0703RP

Grade:G5

Parent Sector:Sector For Administration and Management (ADM)

Duty Station:Amman

Job Family:Administration

Type of contract:Fixed Term

Duration of contract:2 years renewable

Recruitment open to:Internal and external candidates

Application Deadline (Midnight Paris Time):07APR2025

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

(Only Candidates who are entitled to work in Jordan may apply to this position)

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Head of the UNESCO Jordan Office in Amman and the direct supervision of the National Finance and Administrative Officer the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations practices standards and procedures.
In particular the incumbent will carry out the following responsibilities:

General Accountabilities:

• Act as certifying officer up to the authorized level delegated by the Chief Financial Officer;
• Draft and prepare routine correspondence memoranda and nonsubstantive 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 crosscheck consistency of figures;
• Assist in overseeing activities related to office maintenance security transport and similar services as required;
• Provide guidance and interpretation on noncomplex 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 and follow up on bank documents.

Long Description

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; crosscheck 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 analyse HRrelated data from automated systems; alert the supervisor of incosistencies/ errors and propose corrective action;
• Process salaries entitlements claims nonstaff 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 personnelrelated documentation in accordance with requirements by the Organization and host country (liaise as required with the Ministry of Foreign Affairs).
• Assist in prerecruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules prepare agenda and documentation.

Long Description

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.

COMPETENCIES (Core / Managerial)

REQUIRED QUALIFICATIONS

Education

• Completed secondary technical and/or vocational education.

Work Experience

• Minimum 5 years of relevant professional experience in administration finance accounting or audit.

Skills and competencies:

• Good interpersonal and communication skills; strong service orientation and ability to deal efficiently withpartners at different levels.
• Ability to analyze interpret financial data and monitor budgets.
• Good organizational and coordination skills; ability to take initiatives establish priorities and monitor ownwork plans.
• Ability to work as part of a team and provide efficient quality and timely support and capacity to effectively manage priorities.
• Strong sense of integrity and confidentiality.
• Good knowledge of MS office (Word Excel Outlook PowerPoint) and database packages.

Languages:

• Excellent knowledge (spoken and written) of Arabic and English.

DESIRABLE QUALIFICATIONS

Education:

• Specialized training or courses in one or more of the following disciplines: administration financeaccounting and/or procurement.

Work Experience:

• Relevant experience within the United Nations System;
• Experience with an Enterprise Resource Planning system (ERP).

Languages:

• Knowledge of another official language of UNESCO (Chinese French Russian or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCOs salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave family allowance medical insurance pension plan etc.

The approximate annual starting salary for this post is 17 286 Jordanian Dinars.

For full information on benefits and entitlements please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

Footer