Administrative Assistant

United Nations Educational, Scientific and Cultural Organization

Havana, Cuba

Experience: 3 to 5 Years

Skill Required: HR and Admin

Under the overall authority of Director/Head of the Office and the direct supervision of the Finance and Administrative Officer, the incumbent provides administrative and support services in compliance with the UNESCO rules and regulations, practices, standards, and procedures to support the operations and management of the Office.

Main responsibilities include:

General Accountabilities:

  • Acts as certifying officer up to the authorized level delegated by the CFO.
  • Drafts and prepares routes correspondence, memoranda, and non-substantive reports.
  • Maintains confidential and general files and establish reference systems and monitoring.
  • Assists in the preparation of budgetary and financial reports, statistics, or projections for use of managers.
  • Reviews draft reports, verify overall accuracy, consistency, and uniformity in presentations. Cross-check consistency of figures.
  • May assist to supervise activities related to office maintenance, security, transport, and similar services.
  • Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.

Finance Accountabilities:

  • Assists and informs the AO on financial status, by using  the management information system and reporting
  • Codes, records, and reconciles accounting transactions
  • Verifies process payments.
  • Maintains specific accounts, calculates, and compiles financial data, prepares routine reports.
  • Generates expenditure reports from SAP.
  • Provides assistance and guidance to staff on basic financial procedures, on requirements related to payments, and on banking and currency provisions.
  • Is the bank focal point, in charge of reconciliation.
  • Follows up on bank documents.

Budget Accountabilities:

  • Monitors and controls commitments and expenditures
  • Prepares detailed cost estimates and other data for use in budget analysis and proposals
  • Keeps track of budget levels and alerts AO and concerned managers to avoid potential shortfalls in funds. (Validates information and identifies any errors or irregularities)
  • Generates expenditure reports from computerized information system databases. Compiles financial data.
  • Assists in the preparation, cost estimation and finalization of budget reports, carry out preliminary     analysis of variances between budgets and actual expenditures and cross-checking consistency of figures.
  • Reviews overall accuracy and consistency of draft reports. Cross-check consistency of figures.
  • Identifies any other anomalies, errors, alerts AO and undertakes transactions to correct errors/omissions.

Hr Accountabilities:

  • Assists the AO in HR Administrative matters 
  • Drafts documents for personnel actions, follows up on coming HR actions maintains data base.
  • Drafts routine documents for personnel actions; retrieves HR related data from STEPS, TULIP etc.
  • Processes salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures.
  • Provides assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures and on issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation in accordance with requirements by the Organization and host country; (liaise with Ministry of Foreign Affairs).
  • Assists in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinates interview schedules, prepares agenda and documentation.

Required Qualifications:


  • Completed secondary, technical or vocational school diploma.

Work Experience:

  • Minimum of three (3) years of relevant work experience in administration, finance or related area.

Skills :

  • Computer skills for word processing, spread sheets and ERP tools; Knowledge of SAP will be an advantage.
  • Interpersonal skills: professionalism, integrity and team spirit.
  • Good writing and oral communication skills for reporting and stewardship.
  • Highly organized with the ability to prioritize tasks and file documents for obvious reasons.
  • Ability to build constructive internal and external working relationships.
  • Ability to work independently under general guidance, and to exercise initiative and judgement.
  • Analytical Skills.


  • Excellent knowledge (spoken and written) of Spanish and very good knowledge of English.