OVERVIEW OF THE FUNCTIONS OF THE POST
The National Associate Administrative Officer is responsible for providing a range of administrative services to the UNESCO Quito Office, in the areas of general administration, budget, financial, human resources, logistics, premises-related and security matters within the UNESCO Office.
S / he reports directly to the Director of the Office with a functional reporting line to the ADG / ADM. S / he will receive policy guidance / instructions from the Bureau of Financial Management, Human Resources Management, Division of Operations, Security and Safety Section, and Programme Sector ADGs on their respective areas of responsibilities.
On matters of financial internal control he / she receives a delegated authority from the Chief Finance Officer as certifying officer.
Specifically, the incumbent shall be responsible for the following :
Advise and support the Director of the Office on administrative matters, including budget, financial, human resources, logistics, premises-related and security, within the UNESCO Office.
Contribute to the review and adjustment of systems, processes and procedures with a view to achieve an effective programme implementation.
Supervise the work of the Administrative Unit staff providing continuous guidelines, support and operational directives for the execution of work.
Represent the Office in and contribute to the work of the UN Operations Management Team.
Finance & Budget
Assist the Director of the Office or the designate in budget preparation (C / 5 documents and related work plans, extra budgetary programmes and related project documents), monitoring and reporting.
Implement financial controls and maintain a risk log / register, data and information to facilitate the provision of relevant information to support effective decision-making.
Approve / certify disbursements up to an authorized level.
Ensure that the Office's financial resources and expenditures are fully and properly accounted for and that internal control systems are functioning.
Provide guidance to staff within the Office on the application of finance rules, regulations and procedures and facilitate their training as may be required.
Inform and advise the Director of Office or the designate on HR- related matters.
Administer day to day HR issues within the Office and ensure appropriate and timely follow up.
Interpret and ensure application of corporate human resources policies, rules and related provisions.
Respond to queries of staff on their rights and duties and on related administrative steps and procedures, and assist them or refer them to the appropriate HR colleague in matters involving personnel management problems.
Procurement, Logistics and Security
Ensure that procurement of equipment and supplies is in line with rules and procedures, and advise office staff on proper procedures.
Supervise the maintenance of proper inventory, filing and recording systems.
Supervise the maintenance, upkeep, safeguard and operation of the assets, technical facilities and installations, keeping risks to a minimum.
Liaise with the Office’s host country authorities on logistical matters and contributions to operations as per the Host Country Agreement.
As applicable, assist the Director of the Office or the designate in the negotiation of lease agreements.
Act as the Office’s focal point for safety and security of UNESCO personnel and the UNESCO premises in the host country.
Assist the Director of Office in ensuring compliance with prevailing UN Common security policies, procedures and standards, and in follow up of UNDSS recommendations.
COMPETENCIES (Core / Managerial)
Communication (C)Accountability (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)Professionalism (C)
Advanced university degree (Master’s or equivalent) in the field of Finance, Business Administration, Accounting, or related discipline.
Minimum two years of progressively responsible relevant experience in management, finance and administration or related area.
Experience in budgeting, contracting and monitoring.
Experience in identifying solutions and making recommendations within the framework of internal guidelines and procedures.
Experience in ensuring compliance with rules & regulations and administrative processes and providing advice to others.
Skills and Competencies
Knowledge and understanding of institutional UNESCO mandates in the country.
Ability to coordinate and monitor own work plan and those under his / her supervision.
Ability to provide quality and timely support and services.
Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.
Ability to lead, manage and motivate staff and teams.
Ability to take initiative and seek innovative ways to improve results.
Good IT skills, Knowledge of ERP and financial, human resources or administrative management tools.
Capacity to analyze operations, identify risks and opportunities, propose mitigation measures and to establish adequate monitoring framework in line with office implementation capacity.
Ability to collaborate with the Designated Oﬃcial for Security and with the UNDSS Chief Security Advisor on all security-related issues.
Ability to eﬀectively contribute to UN working groups and teams, including participation in the Business Operation Strategy (UN BOS).
Excellent knowledge (spoken and written) of English.
Experience working in UN or international organizations.
Experience in leading teams.
Experience in financial and administrative management of extra budgetary projects.
Excellent knowledge (spoken and written) of Spanish.
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable : 30 days annual leave, family allowance, medical insurance, pension plan etc.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.