Senior administrative assistant

United Nations Educational, Scientific and Cultural Organization

Yaounde, Cameroon

Experience: 5 to 10 Years

Skill Required: HR and Admin

Under the overall authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer/ Senior Finance and Administrative Assistant, the incumbent provides high-level administrative and support services in a range of specialized areas and plays a lead role within the unit in ensuring application and compliance with the rules, regulations, policies and practices in place.

The incumbent provides senior level support in the processing of a range of specialized areas and plays a lead role in these areas. The incumbent independently consolidates data and prepares reports, non-routine correspondence and documentation, ensures the functioning of internal control systems and ensures that the   office’s financial resources and expenditures and fully and adequately accounted for.  The incumbent’s work has a direct impact on the quality of services provided by the administrative unit.

General Accountabilities:

  • Act as certifying officer up to an authorized level delegated by the CFO;
  • Provide guidance and interpretation on administrative rules, regulations and procedures;
  • Advise on operational and technical routine transactions;
  • Recommend process and system related modifications and improvements to support successful administration and financial monitoring and control;
  • Interpret provisions and provide guidance on complex and non-recurring issues;
  • May supervise activities related to office maintenance, security, transport and similar services.

Finance Accountabilities:

  • Ensure that the Office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning; schedule payments and disbursement of funds;
  • Ensure accurate and timely processing of assigned accounts, developing budget estimates and monitoring expenditures, participating and advising in the preparation of financial statements and budgets;
  • Assist in the preparation and coordination of financial activities under RP funds and Voluntary Contributions;
  • Compile and consolidate data from various sources into financial statements, prepare worksheets;
  • Monitor expenditures, review payments and reconcile accounts;
  • Investigate  anomalies and erroneous charges and take corrective action;
  • Provide assistance and guidance to undertake coding and data entry task and to extract information, to run reports from iRIS, SISTER or other online financial system.

Budget Accountabilities:

  • Prepare RP and Voluntary Contributions budget reports and communicate on them.
  • Assist and advise on planning and budgetting and recommend modifications.
  • Prepare budget proposals and cost estimates and ensure that data is correct.
  • Identify irregularities and undertake transactions to correct errors/omissions.

Hr Accountabilities:

  • Handle non-routine or complex cases, prepare associated documents/ correspondence for personnel actions based on oral instructions and previous experience;
  • Follow-up on coming HR actions and oversee maintenance, update and clean-up of database;
  • Issue non-staff contracts, advise on recruitment process and entitlements;
  • Liaise with central services (ADS, HRM, BFM, etc) to discuss and obtain additional information, clarifications and policy interpretation.


  • Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.
  • Review contractual documents (TOR, budget, contract nature and type).
  • Resolve issues/ problems related to delivered goods.
  • Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues.
  • Arrange for control and distribution of inventory records.


  • Ensures compliance of staff with security travel requirements and monitor completion of mandatory security trainings.
  • Additional activities that may be required to ensure the success of the work team.

Required Qualifications:

Education :

  • Bachelor or equivalent in the field of administration, business law, business administration, finance or equivalent professional experience.

Work Experience:

  • Minimum of 8 years of progressively professional experience in the field of administration, human resources, finance and procurement field;


  • Excellent knowledge (written and spoken) of French or English, and good knowledge of the second language.