Senior Administrative Assistant

United Nations Educational, Scientific and Cultural Organization

Paris, France

Experience: Above 10 Years

Skill Required: HR and Admin

Under the overall authority of the Assistant Director-General for Natural Sciences (ADG/SC) and the direct supervision of the Chief of Finance & Administration Unit (SC/AO), the incumbent shall assist in the delivery of activities financed from Regular budget and Voluntary contributions. The incumbent provides high-level administrative and support services in a range of specialized areas and plays a lead role within the Unit ensuring application and compliance with the rules, regulations, policies, and practices.

In particular, the incumbent will:


  • Act as certifying officer up to the authorized level delegated by the Chief Financial Officer (CFO).
  • Provide guidance and interpretation on administrative regulations and procedures and advise on technical and operational transactions as well as complex and non-recurring actions


  • Ensure that Sector’s, in particular assigned Division’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 Regular Programme funds and Voluntary contributions.
  • Monitor expenditures, review payments and reconcile accounts, and provide necessary information and guidance to Divisional staff.
  • Compile and consolidate data from various sources into financial statements, prepare worksheets.
  • Draft and prepare memoranda, substantive reports, and correspondence to respond to enquiries in respect to relevant financial and budget matters. 
  • Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures.
  • Maintain and update budgetary and financial documents/reports for audit purpose and take action to implement audit recommendations.


  • Undertakes reviews, analyses and advise on planning, budgeting and its revisions, and recommend modifications; Prepare Regular Programme and Voluntary contribution budget reports and communicate on them.
  • Provide assistance and guidance to undertake coding and data entry ask and to extract information, to run reports from online financial systems.


  • Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.
  • Review contractual documents (Terms of Reference, budget, contract nature and type).
  • Resolve issues/ problems related to delivery of contracts.
  • Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Divisions on invoicing and payment issues.
  • Arrange for control and distribution of inventory records, when applicable.
  • Liaise with central services (HRM, BFM, BSP, ADM etc) to discuss and obtain additional information, clarifications and policy interpretation.
  • Additional activities that may be required to ensure the success of the work team.

Required Qualifications:


  • Completed secondary, technical and/or vocational education.

Work Experience:

  • A minimum of eight (8) years of experience in finance, budget, accounting, administrative services, or related area.
  • Experience dealing with budgetary and administrative issues.
  • Experience in working with ERP systems (Enterprise Resource Planning).

Skills and Competencies:

  • Good interpersonal and communication skills in order to provide specialized administrative support to a wide range of Individuals.
  • Excellent organizational and coordination skills, ability to take initiative, establish priorities and monitor own work plans.
  • Strong service orientation and ability to deal efficiently with partners at different levels.
  • Ability to analyze and interpret administrative rules.
  • Ability to take initiatives and to provide quality and timely support and services.  
  • Ability to maintain effective working relationships in multi-cultural environment.
  • Ability to work as part of a team, to take initiative and to provide quality and timely support and services.
  • Ability to work under pressure, follow up on issues promptly, and to work efficiently under pressure, flexibility to adjust work schedules and priorities.
  • Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc) and database packages.


  • Excellent knowledge of English (oral and written) with working knowledge of French.