Administrative Assistant Sc-4
3 months ago
OVERVIEW
**Parent Sector**: Field Office
**Duty Station**: Bangkok
**Job Family**: Administration
**Type of contract**: Non Staff
**Level**: Level 2
**Application Deadline (Midnight Paris Time)**: 27-Oct-2024
**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
BACKGROUND
The United Nations Educational, Scientific and Cultural Organization (UNESCO), established in 1945, aims to build peace through international cooperation in education, science, culture, and communication. Born from the devastation of World War II, it promotes mutual understanding, intellectual solidarity, and global citizenship to prevent future conflicts. UNESCO supports quality education for all, cultural heritage preservation, scientific research for development, and freedom of expression. Amidst contemporary challenges like intolerance and misinformation, UNESCO's mission remains crucial for fostering peace, understanding, and the dignity of all cultures, thereby contributing to a more harmonious global community.
The UNESCO Regional Office in Bangkok (UNESCO Bangkok), established in 1961 and evolving in roles over the years, now oversees UNESCO's programs in education, natural sciences, ocean sciences, social and human sciences, culture, and communication and information across six countries: Cambodia, Lao PDR, Myanmar, Singapore, Thailand, and Viet Nam. It coordinates national activities through offices in Phnom Penh, Ha Noi, and Yangon (antenna office). As a key player in regional educational coordination and capacity development, it leads the SDG4-Education 2030 Agenda covering 46 Member States and three Associate Members, hosting the Regional Office for the UNESCO Institute for Statistics and the Intergovernmental Oceanographic Commission’s Sub-Commission for the Western Pacific.
Long Description
MAJOR DUTIES AND RESPONSIBILITIES
Under the overall authority of the Director of the United Nations Educational, Scientific and Cultural Organization (UNESCO) Regional Office in Bangkok, and direct supervision of the Senior Finance and Administrative Officer or Senior Finance and Administrative Assistant, as applicable, Administration and Finance Unit, the Administrative Assistant is involved in the completion of standard administrative support activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent provides administrative and support services in processing transactions, control and maintenance of accounts and databases, and preparation of routine reports, correspondence and administrative documentation.
1. General Accountabilities
Assist in the preparation of documents/reports;
Compile, verify and maintain records of transactions and Office activities;
Search Office files and records relating to a variety of topics for information and reference from automated systems;
Select information and record in correspondence, technical papers, project/ programme plans and general reference documents;
Draft routine correspondence, cables, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
Support knowledge building and knowledge sharing
Long Description
2. Financial Accountabilities
Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures;
Provide information, explanations and guidance on basic rules and procedures;
Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications are complete and properly filed;
Act as bank focal point; carry on the reconciliation and follow up on bank documents;
Ensure that monthly bank statements of accounts of the Office are received on time for the monthly closing of accounts;
Make disbursement from petty cash; ensure that all necessary receipts are provided and keep updating the register of petty cash.
3.Budgetary Accountability
Register actions/data; do non-complex corrections in systems.
Verify transactions and check data/figures; identify and correct errors/anomalies and assist to input corrective action in FABS, CORE MANAGER etc.
Assist in preparation of budget, check completeness, accuracy and compliance of documentation;
Assist in the production of a variety of financial reports and statistics related to regular and extra budgetary funds;
Extract data and information from the automated financial and programmatic systems (FABS; CORE MANAGER etc.) and prepare standard reports.
4. HR Accountability
Extract data from automated systems or other sources and prepare documents for processing; maintain and update database and follow up on personnel files;
Draft routine correspondence and memoranda based on previous examples and templates;
Assist staff members and their dependents by processing requests for visas, identity cards, driving licenses and other necessary per
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