ADMINISTRATIVE ASSISTANT (SC 5)

OVERVIEW
Parent Sector : Field Office

Duty Station: Jakarta

Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: Administration

Type of contract : Non Staff

Level : Level 3

Duration of contract : From 7 to 11 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 17 January 2025

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

Only candidates who are entitled to work in Indonesia may apply to this position.
OVERVIEW OF THE FUNCTIONS OF THE POST
The SC holder carries out the following administrative tasks with care, diligence and compliance with the instructions received from the supervisor:

Main duties and responsibilities:
Financial and budget related tasks:

• Monitor commitments and expenditures; generate budget and expenditure reports from IT systems, review overall accuracy and consistency of draft reports.
• Prepare cost estimates, verify payments process and reconcile accounting transactions.
• Provide basic guidance and interpretation on non-complex finance and budget rules, regulations and procedures.
• Act as certifying officer up to the authorized level delegated by the CFO.
• Verify and process payments.

HR related tasks:

• Draft HR related correspondence and other documents for personnel actions, provide assistance to the recruitment process and onboarding of new colleagues.
• Assist in the creation of non-staff contracts in the UNESCO's corporate systems.

Procurement/Logistics:

• Cooperate with other colleagues in initiating procurement actions and contract management.

Travel:

• Assisting colleagues in preparing travel plans, request and claims.
• Monitor travel suspense accounts and follow up with traveler’s on outstanding trips.

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

Education:

• High school diploma or equivalent is required. Additional studies in the areas of Finance and Business Administration is required.

Work Experience:

• A minimum of five years’ experience in finance, budget, accounting, administration or related field is required.
• Experience using Microsoft Excel and Excel related formulas is required Experience using an ERP Financial Accounting Module is required.
• Experience posting General Ledger adjustments, payments, and vouchers is desirable.

Skills:

• Excellent interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels.
• Ability to prepare reports and analyze, interpret financial data, and monitor budgets.
• Excellent organization and coordination skills; ability to take initiatives, establish priorities and monitor own work plans.
• Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.
• Ability to work as part of a team and under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Strong sense of accountability and teamwork.

Languages:
Good knowledge (spoken and written) of English language.

DESIRABLE QUALIFICATIONS

Education:
Bachelor’s degree in the field of Finance, Accounting or Business Administration degree.

Specialized training or courses in one or more of the following disciplines: Administration, Finance, Accounting and/or Human Resources or related fields.

Work Experience:

• Relevant experience in similar functions within the UN system or any international organization/institution.
• Proficiency in word processing, financial spreadsheet applications and ERP systems.

Skills and competencies:
Knowledge of internal control systems and principles would be an asset.
BENEFITS AND ENTITLEMENTS

Annual Salary: IDR 237,077,445 p.a. (Inclusive of Medical Insurance & Pension)

Other benefits include 30 days’ annual leave.

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.