Under the overall delegated authority of the Director/Head of the Office and the direct supervision of the Senior Finance and Administrative Officer or his/her delegated authority, the Associate Administrative Officer is responsible for providing a range of administrative management support activities to the UNESCO Brasilia Office in compliance with UNESCO Rules and Regulations, practices, standards and procedures. He/She supports the administrative units on financial, budget, administration, human resources management, premises-related and security matters withing the Office.
General
Provide support on all administration, budget, financial and human resources matters;
Ensure compliance with UNESCO policies, rules, regulations and procedures in terms of budget, contracts, finance and human resources;
Provide regular and ad hoc budget, contracts, finance and human resources information to supervisors, managers or the designate to support informed decision-making;
Assist and contribute, as functional team member, in the business processes analisys to streamline processes and procedures including in system development blueprints.
Procurement
Provide advice and assistance with the procurement actions undertaken by the Office in compliance with the applicable policies, procedures, rules and regulations;
Support procuring units on the preparation of terms of reference and technical specifications, evaluation criteria, etc;
Ensure the correctness, completeness and accuracy of contracts and other documentation required in support of the procurement action, in line with approved guidelines and policy;
Support and monitor bidding processes and responses to technical inquiries from prospective contractors;
Follow up on the outcomes of procurement actions under his/her charge, bringing any challenges identified to the attention of the supervisor and proposing potential solutions.
Travel
Monitor and ensure compliance of travel requirements and procedures, including the preparation of travel plans, travel requests, travel claims, the payment of daily subsistence allowance, and other related actions in support of official travel to be undertaken by personnel;
Prepare travel related reports and ensure accuracy of data, including, but not limited to, the application of and reporting on the carbon tax;
Provide guidance and training in procurement and travel procedures.
Finance
Act as Certifying Officer up to the authorized level delegated by the CFO;
Ensure the Office's financial resourses and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning;
In line with the Organization's policies and procedures, perform proper accounting procedures and systems - payments and disbursement of funds, replenishments, petty cash, segregation of duties and internal controls;
Compile information from various sources to prepare reports relating to budgets, accounting, finance and statistics to support decision-making;
Retrieve, format and validate information obtained from various financial information systems and bring any discrepancy or inaccuracy to the attention of the supervisors, initiate and follow up corrective actions.
Budget
Monitor the budget execution of Regular Budget and extra-budgetary resources in close collaboration with the supervisors: administer day to day budgetary issues within the Sector/Bureau, ensure the appropriate budgetary control, validate and process requests made to BFM for allotments and funds transfers, and provide relevant information requested;
Ensure that the Office budget data is adequately and timely entered in the appropriate management systems, and that budgetary transactions are in compliance with regulations, rules, policies and procedures.
Human Resources
Assist the AO and supervisors on staff/personnel related matters in close collaboration with HRM; such as processing of personnel actions, extension of appointments and contracts, recruitment, udpating of Job Descriptions and Terms of Reference to reflect the actual responsibilities of staff/personnel, installation of international staff, leave records, entitlements, performance management – in accordance with UNESCO Rules and Regulations.
Provide guidance and training to personnel and other stakeholders on areas relevant to the work of the Administrative Unit.
Required Qualifications
Education
University degree in the fields of administration, finance, accounting and/or procurement.
Work Experience
Minimum of five (5) years of relevant work experience in administration, procurement, finance or related area;
Experience working with an Enterprise Resource Planning system (ERP).
Skills / Competencies
Good interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels;
Good organizational and coordination skills, ability to take initiatives, establish priorities and monitor own work plans;
Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
Sense of integrity and confidentiality;
Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently under pressure;
Flexibility to adjust work schedules and priorities;
Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint, etc).
Languages
Excellent knowledge (spoken and written) of English.
