Title: ADMINISTRATIVE ASSISTANT
Type of Contract: Service Contract
Grade: SB3 peg 1
Organization Unit: UNESCO Beijing Office
Primary Location: UNESCO Beijing
Recruitment open to: Only candidates resident in China may apply for this post
Duration of the Contract: 12 months, with possible extension
Deadline (midnight, local time): 09 June 2022
OVERVIEW OF THE FUNCTIONS
OF THE POST
Description of Responsibilities:
Under the overall authority of the Director and direct supervision of the Finance and Administrative Officer, UNESCO Beijing Office, the incumbent shall provide administrative and financial assistance, and carry out the following duties and responsibilities:
1.Assist the Finance and Administrative Officer (AO) in administrative and financial matters of the office. Timely recording of the imprest filing system.
2.Assist in the preparation of bank forms and cheques for payment as approved by the Director and AO. Verify the banking information and process bank-transfer through on-line banking system.
3.Verify that payment requests are in accordance with the financial rules and regulations, ensure proper document filing and tracking system.
4.Maintain close communication with project unit staff regarding financial discrepancies for payments.
5.Draft routine correspondence in Chinese for financial and administrative matters. Manage the office electronic access control system cards and assist in entrance pass issuance through coordination with the local diplomatic compound.
6.Maintain the office petty cash, keeping accurate records and monitoring the reference number issuance for outgoing office letters and documents.
7.Responsible for premises maintenance, office cleanliness, security management and liaison with the local compound management.
8.Undertake additional responsibilities as may be assigned.
·Completion of secondary school education, technical and/or vocational training.
·A minimum of 4 years of professional experience in administrative positions and Office Management;
·At least 2 years of working experience working for or with international organizations or diplomatic bodies.
·Demonstrating/safeguarding ethics and integrity;
·Demonstrate corporate knowledge and sound judgment;
·Facilitating and encouraging open communication in the team, communicating effectively;
·Creating synergies through self-control;
·Capacity to work in a team as well as independently;
·Informed and transparent decision making.
·Excellent knowledge of English and Mandarine (oral and written).
·Specialized training / Secretarial certification, Management, accounting, and/or Public Relations/communication;
·A bachelors degree in a relevant area.
·Additional professional experience in administration areas such as finance, budgets, procurement, HR, Travel;
·Experience working for the UN.
·Knowledge of UNESCO ERP (SAP) and administrative and informatics tools (iRIS, SISTER, DUO, etc.).
·Good knowledge of French.
BENEFITS AND ENTITLEMENTS
UNESCO's salaries are paid in local currency. Other benefits include 30 days annual leave. More details can be found on the ICSC Website:
Please note that UNESCO is a non-smoking Organization.
A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES.
HOW TO APPLY
Interested candidates should submit their application letter and CV in English to UNESCO Beijing office email@example.com using the UNESCO CV form available on this link:
The deadline is Thursday 09 June 2022 at midnight (localtime).