Qatar: Administrative Assistant

Post title:Administrative Assistant

Organization Unit: UNESCO Doha Office

Duty Station: Doha, Qatar

Contact Type: Service Contract (SB3/Peg1)

Duration: Till 31 Dec 2018 (renewable depending on satisfactory performance

and availability of fund)

Date of Issue: 02 April 2018

Date of Closing: 20 April 2018 (Midnight, Doha time)

Context and Background

The UNESCO Doha cluster office covers six Gulf Cooperation Council (GCC) countries and Yemen is engaged in a range of projects and activities the region. Administrative unit provides all sorts of administrative support towards implementation of its activities.

Tasks and Expected Outputs

Under the overall delegated authority of the Director of the Office and the direct supervision of the Finance and Administrative Officer, 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.

In particular, s/he will be expected to perform the following responsibilities:

D.1 General Accountabilities

• Assist in the preparation of documents/reports;

• Compile, verify and maintain records of transactions and Office activities;

• Classify and code material relating to a number of subject areas and maintains general office files;

• 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 based on oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.

20%

D.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.

20%

D.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, SISTER 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; SISTER etc.) and prepare standard reports.

20%

D.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 personnel-related documents in accordance with requirements of the organization and the host country.

• Collect applications for vacancies and conduct reference checks;

• Coordinate interview schedules, prepare agenda and documentation.

15%

D.5 Logistics

• Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance;

• Check documents by verifying purchase orders and check the comparative quotations;

• Follow up on requests by tracking and collecting orders (goods and services), check that goods and services are received according to the terms of the Pro forma (time, quantity, quality);

• Maintain and monitor stock levels of various supply items. Maintain, update and transmit inventory records of non-expendable equipment to BFM;

• Liaise with companies and different host country’s administration;

• Follow up air tickets purchase and payments, prepare travel authorizations and assemble information pertinent to the purpose of travel; track security certificates. Make travel and hotel reservations.

15%

D.6 Additional activities that may be required to ensure the success of the work team.

10 %

Required qualifications

Education

University degree (BA or equivalent) preferably in commerce or similar discipline with 3 years of relevant qualifying work experience. Advanced university degree in the relevant field in combination with at least 2 years of relevant qualifying experience might be accepted.

Work experience

• Relevant professional experience in the field of finance and administration, of which at least 1 year acquired in the region and/or international level would be an advantage.
• Work experience with UN and/or international development agency will be an asset.

Skills/Competencies

• Good analytical, organizational and project management skills.
• Excellent coordination and interpersonal skills.
• Proven ability to communicate and negotiate effectively and persuasively (orally and in writing) with various stakeholders at all levels, within and outside of the Organization.
• Ability to work effectively in a team and to function within a multi-cultural environment.
• Skills of using MS Office applications and ERP system (SAP will be an advantage)

Languages

• Excellent knowledge (written and spoken) of English. Knowledge of writing and speaking Arabic would be an advantage.

Conditions of Employment: UNESCO Salaries in Doha paid in Qatari Riyals; the annual remuneration for the post is from QAR 150,300.00. UNESCO Service Contract benefits includes 30 days of annual leave as well as a contribution to pension scheme and health insurance upon proof of inscription.

Interested candidates with desired qualifications and skills should submit their letter of interest and CV using UNESCO CV standard form (http://www.unesco.org/new/en/doha/about-this-office/vacancies/) in English to the address of 66, Lusail Street-West Bay, PO Box 3945, Doha or to ao.doha@unesco.org Or by Fax: +974 44113015. Please clearly indicate the post title in the subject of your application.