Title: Administrative Assistant -UNESCO

Title: Administrative Assistant 
 
Domain:
Administration
 
Post Number:
New
 
Grade: L4
Organizational Unit:
ADM
 
 Duty Station:
Nairobi, Kenya
 
Recruitment open to: Internal & External candidates
 
Type of contract: Fixed Term
 
Annual salary:
approx KES 1,270,898 annually
 
Deadline (midnight, Nairobi time):
02/12/2015

OVERVIEW OF THE FUNCTIONS OF THE POST
Under the authority of the Director/Head of UNESCO Regional Office For Eastern Africa  & UNESCO Representative and the
direct suppervision of the Finance and Administrative Officer or Senior Finance Assistant the incumbent 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.
Specific tasks for post will be as follows:.

 Compile, verify and maintain records of transactions and Office activities ;
 Classify and code material relating to a variety of topics for information and reference from automated systems;
 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
 Process payments; check that documents are complete, correct and compliant with the rules, regulations and
procedures;  
 Ensure that the accounting records (disbursments and receipts documens) and corresponding justifications are
complete and properly filed;
 Ensure that monthly bank statements of accounts of field Office are received on time for the monthly closing
accounts;
 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 from automated systems or other sources and prepare documents for each processing; maintan 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 request for visas, identity cards, driving licences and
other necessary personnel-related documents in accordance with requirements of the organization and host
country.
 Check documents by verifying purchase orders and check the comparative quotations;
 Maintain and monitor stock levels of various supply items. Maintain, update and submit inventory records of non-
expandable equipments to BFM;
 Follow up air tickets purchase and payments, prepare travel authorizations and assemble information partinent to
the purpose of travel; track security certificates. Make travel and hotel reservations.
 Additional activities that may require to ensure the success of the team.
REQUIRED QUALIFICATIONS

Education: 
Post Secondory Diploma of Vocational training, or minimum 2 years of post secondary school in the area of
Accounting/Finance, office management and related fields.  

UNESCO is committed to promoting geographical distribution and gender equality within its Secretariat. Therefore, women candidates are strongly
encouraged to apply, as well as nationals from non- and under-represented Member States. Persons with disabilities are also encouraged to apply.
Worldwide mobility is required for staff members appointed to international posts.
UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
 Work Experience:
 At least 5 years’ work experience in Accounting / Finance and Administration 
 Experience in – or knowledte of the application of UNESCO or other UN System organizations administrative and
financial rules, regulations polices and procedures. 
Skills/Competencies:
 Sound analytical, solution finding and information skills.
 Excellent written and verbal communication abilities including tact and the capacity to
 Communicate technical/financial matters to different audiences.
 ‐Client‐focused and team‐oriented, showing the ability to maintain productive
 Partnerships with internal clients.
  Displays accuracy and attention to detail.
 Organizational skills to prioritize large volumes of cyclical work under often stringent
                  deadlines.
 Flexible / adaptable, exercises discretion and respects confidentiality.

Languages:
 Excellent knowledge of English language.  Knowledge of French is an asset.

UNESCO IS A NON-SMOKING ORGANIZATION

BENEFITS AND ENTITLEMENTS


UNESCO’s consist of a basic salary.
Other benefits include: 30 days annual leave, family allowance, pension plan and medical insurance.

UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS


How to apply Please send your application letter (CV UNESCO Form to be used), in English to


nairobi.recruitment@unesco.org  , UNESCO Multi-Sectoral Regional Office for Eastern Africa,
P. O. Box 30592, 00100 G.P.O, NAIROBI, KENYA (before December 2, 2015 midnight
(Nairobi time). please mention ‘Application for the post of Administrative Assistant with contact
details of 3 referees. 
A written test MAY BE USED IN THE EVALUATION OF CANDIDATES.