ASSOCIATE NATIONAL ADMINISTRATIVE OFFICER | UNESCO

Application Deadline (Midnight Paris Time) : 18-AUG-2023  | ASSOCIATE NATIONAL ADMINISTRATIVE OFFICER | unesco

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OVERVIEW

• Post Number : 6GHADM1000RP
• Grade : NO-B
• Parent Sector : Sector For Administration and Management (ADM)
• Duty Station: Accra
• Job Family: Administration
• Type of contract : Fixed Term Field
• Duration of contract : 2 years
• Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 18-AUG-2023 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Only nationals of Ghana are eligible for this position. (ASSOCIATE NATIONAL ADMINISTRATIVE OFFICER | UNESCO)

OVERVIEW OF THE FUNCTIONS OF THE POST

The Associate National Administrative Officer is responsible for providing a range of administrative services to the UNESCO Accra 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 Head of the Office with a functional reporting line to the ADG/ADM. S/he will receive policy guidance/ instructions from the Section for Administrative Support, 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:
 

Long Description

General Administration 

• Advise and support the Head 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.  Support the UN efficiency initiatives especially the Business Operations Strategy (BOS)

Finance & Budget  

• Assist the Head of the Office or the designate in budget preparation (C/5 documents and related work plans, voluntary contributions 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.

Long Description

Human Resources 

• Inform and advise the Head of Office or the designate on HR- related matters, such as processing of HR actions, installation of international staff, leave records, staff entitlements, performance target setting and evaluation of all staff – in accordance with UNESCO Rules and Regulations
• 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 Head 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 Head 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)

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

• Advanced university degree (Master’s or equivalent) in the field of Finance, Business Administration, Accounting, or related discipline.

Work Experience

• 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.

Long Description

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).

Languages

• Excellent knowledge (spoken and written) of English.

DESIRABLE QUALIFICATIONS

Work Experience

• Experience working in UN or international organizations.
• Experience in leading teams.
• Experience in financial and administrative management of projects financed by voluntary contributions.

Languages

• Knowledge of another official language of UNESCO (French, Arabic, Chinese, Russian and/or 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.

The approximate annual starting salary for this post is GHS 280,349.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information.

To apply, please visit the UNESCO careers. No modifications can be made to the application submitted.

ASSOCIATE NATIONAL ADMINISTRATIVE OFFICER | UNESCO