Administrative Assistant (m/f)

Duties

• Under the overall delegated authority of the Head of Office and the direct supervision of the Finance and Administrative Officer in Windhoek Office, the incumbent provides a wide range of administrative support services and processes in compliance with UNESCO Rules and Regulations, practices, standards, and procedures. Major Accountabilities include but not limited to, Accounting, Finance, Budgeting, Human Resources, and logistics. Day-to-day responsibilities include:

Long Description

• Act as certifying officer up to the authorized level delegated by the Chief Finance Officer (CFO)
• Draft and prepare routine correspondence, memoranda, and non-substantive reports
• Assist in the drafting of budgets, financial returns, statistical reports, or projections
• Verify supporting documentation, process payment requests, maintain ledger accounts, prepare routine reports, and compile financial data
• Advice staff on basic financial procedures, requirements for payments, currency, bank reconciliation and follow up on related matters
• Input transactions into the enterprise resource planning tools SAP, SISTER etc...
• Track budgetary levels and alert concerned managers to remain within approved limits
• Produce regular and ad-hoc reports on outstanding commitments, alert team members on issue raised and outstanding payments, timeframes and bottlenecks and ensure follow-up thereon
• Assist in the preparation, cost estimation and finalization of budget reports
• Assist in HR management matters like drafting and publication of vacancy notifications, conduct reference checks, coordinate interview schedules, prepare agenda and documentation
• Organize briefings to new staff, experts, and consultants joining the office on procedures for visas, identity cards, driving licenses and relations the host country
• Liaise with customs and appropriate services to assist the shipping of office and project supplies and equipment and household goods of international staff
• Provide administrative support for official travel and organization of meetings, events and workshops and ensure all related logistical requirements

Requisites

• Completed secondary, technical, or vocational school diploma
• A minimum of 3 (three) years of relevant work experience in administration, finance, human resources, budgeting or related field
• Excellent skills in drafting correspondence, accurate typing, and attention to details
• Good analytical and problem-solving skills, good sense of judgment and capacity to support sound financial and budgetary practices
• Ability to provide quality and timely support services
• Discretion, cooperative behavior and attitude to work in a team
• Ability to work in a multicultural environment and to establish good working relationships with external and internal partners
• Excellent knowledge of IT skills, with proficiency in the use office computer applications (Word processing, Spreadsheet, etc.)
• Excellent knowledge (spoken and written) of English
• Training/certification in accounting, finance and/or administration
• Relevant work experience in an international organization/institution
• Familiarity with the United Nations System
• Knowledge of ERP (Enterprise Resource Planning), such as SAP (Systems Applications and Products in Data Processing) or others
• Knowledge of another official language of the United Nations (Chinese, French, Russian, Spanish)
• 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)

Notes

• Only shortlisted applicants will be contacted