Finance and Administrative Assistant

Duties and Responsibilities

OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall delegated authority of the Director/Head of the Regional Office and the direct supervision of the Senior Operations Officer, the incumbent provides a range of finance and administrative activities to support the administrative unit and project/programme delivery.
Under the general supervision of the Senior Operations Officer and within delegated authority, the Finance and Administrative Assistant will be responsible for the following duties:
-Assist in reviewing, monitoring, tracking, and analyzing system transactions daily and making corrections as appropriate.
-Assist in the budget review, prepare budget revisions as and when required, and input the same into the system.
-Assist in generating budgetary and financing reports, including statistical/financial data tables, charts, and spreadsheets using office software and templates.
-Assist in reviewing and reconciling various clearing accounts to ensure appropriate balances.
-Investigate erroneous/invalid entries and take appropriate corrective accounting action.
-Raise necessary obligation documents for contracts, travel, etc., prepare payment and expenditure reports, and follow up.
-Analyze staff and vendor accounts and take the necessary action to clear outstanding receivable and payable transactions.
-Assist in processing payments to local vendors for goods and services. This includes calculating, inputting, and checking payments for correctness and communicating discrepancies to the supervisor.
-Assist in processing payments to staff members for their entitlements, including local salaries, claims, and other allowances.
-Respond to queries from staff members and third parties.
-Creation and peer review of various transactional documents in the system.
-Follow up with various offices for approval of documents created in the system.
-Support UNESCO's effective participation in Operations Management Team (OMT) working groups, task teams, etc., as assigned by the Senior Operations Officer, contributing to UNESCO's planning and reporting against the requirements and alignment with the harmonized processes at the country level in accordance with the organization's regulations and rules and the office's procedures.
-Support any other administration and related coordination tasks and assist other team members as assigned by the Senior Operations Officer or the Director.

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)