Overview
Provides administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures, under the overall delegated authority of the Director of UNESCO Office in Jakarta and the direct supervision of the Finance and Administrative Officer or Senior Finance and Administrative Assistant.
Tasks Summary
- Act as certifying officer up to an authorized level.
- Draft and prepare routine correspondence, memoranda and non-substantive reports.
- Maintain confidential and general files and establish reference systems.
- Assist in the preparation of budgetary and financial reports, statistics or projections.
- Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures.
- May assist in overseeing activities related to office maintenance, security, transport and similar services.
- Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.
- Assist and inform the supervisor on financial status.
- Code and reconcile accounting transactions.
- Verify and process payments.
- Maintain specific accounts, calculate and compile financial data, prepare routine reports.
- Generate expenditure reports from automated systems.
- Provide assistance and guidance to staffs on basic financial procedures, requirements related to payments, and on banking and currency provisions.
- Follow up on bank documents.
- Monitor and control commitments and expenditures.
- Prepare detailed cost estimates and other data for use in budget analysis and proposals.
- Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds.
- Compile budget data.
- Assist in the preparation, cost estimation and finalization of budget reports.
- Carry out preliminary analysis of variances between budgets and actual expenditures.
- Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.
- Assist in HR administrative matters.
- Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database.
- Retrieve and analyse HR-related data from automated systems.
- Process salaries, entitlements, claims, non-staff contracts etc.
- Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures.
- Assist and support in issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation.
- Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process.
- Coordinate interview schedules, prepare agenda and documentation.
- Make arrangements, assist and advise on shipping.
- Liaise with customs.
- Assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers.
- Assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances.
- Assist in all security related matters.
- May liaise and cooperate with UNDSS on matters related to safety and security.
Experience Requirements
Minimum five (5) years of relevant experience in the area of general administration, finance and budget, Human Resources and logistics.
Qualification Requirements
Completed secondary, technical or vocational education
