Assistant Administrative Officer (maternity cover)

• Publication Date: 26 April 2016
• Deadline for application: 10 May 2016
• Duration of appointment: 10 months
• Duty station: Bonn, Germany
• Preferred starting date: 1 June 2016
• Payment: The salary for this local post is based on TVöD salary group 6

Background

The UNESCO-UNEVOC International Centre assists UNESCO Member States to achieve high quality, relevant, lifelong and cost effective technical and vocational education and training for all. Its aim is to maximise learner’s prospects in the labour market. It creates synergies with UNESCO Headquarters, UNESCO Institutes/Centres and Field Offices; and works in close partnership with other international and national agencies in the field of technical and vocational education and training. The Centre is the main hub of the international UNEVOC Network made up of UNEVOC centres in UNESCO Member States.

Resposibilities

Under the direct supervision of the Adminsitrative Officer and the overall supervision of the Head of the International Centre for Technical and Vocational Education and Training (UNESCO-UNEVOC), the incumbent will perform the following functions:

Assist and support the UNESCO-UNEVOC Administrative team on all administration, budget, financial and human resources matters:

Administrative and financial management

• Assist in the processing of the Centre’s financial transactions; including the checking for accuracy and compliance with UNESCO rules and regulations;
• Assist in the monitoring of commitments and expenditures as well as cash flow and replenishment on a daily basis;
• Assist in the timely preparation of the monthly financial closure; including the reconciliation of bank accounts;
• Assist with audits and other similar requests;
• Assist in the constant monitoring and reporting on the progress of implementation of all activities from an administrative and budgetary point of view;
• Assist in maintaining proper inventory, filing and recording systems, keeping the administrative files up to date and complete. 

• Assist in the processing of staff missions, including the ensuring of compliance with UNESCO rules and regulations as well as prevailing security requirements;
• Assist in the processing of travel claims;

• Assist in the recruitment processes for local staff: primarily the handling of applications, organization of interviews, preparation of interview folders;
• Assist in the monitoring and managing of time and attendance of staff in accordance with prevailing rules and regulations, including administering the leave calendar;
• Assist in the preparation of local staff salaries;
• Assist in facilitating the intern recruitment process as per plan and as assigned;
• Liaise with the Ministry of Foreign Affairs and other German official bodies in all staff related matters;
• Handle security matters for staff (act as fire warden etc.);

• Provide administrative support for UNEVOC meetings and conferences, including the facilitation of logistical arrangements and participant’s travel

• Library maintenance: Keep an overview of the stock; add books and/or publications to the library/archive as necessary as per library policy; assist staff in the distribution of library content; Liaise with staff responsible for publications and the online library as appropriate;
• Liaise with the Centre’s programme staff to assist and facilitate in financial and administrative matters;
• Submit a quarterly report through the supervisor to the Head of Office;
• Perform any other duties as assigned by the supervisor and/or the Head of Office.

Qualifications, experience and skills

• Completed secondary education in a relevant field
• Experiences in finance and human ressources, preferably in an international environment
• Excellent command of written and spoken English, knowledge of any other UN language or German is an advantage;
• Ability to pay attention to details
• Ability to work independently as well as the ability to work in a team;
• Ability to work in an international and multicultural team;
• Ability to identify with mission objectives of UNEVOC.

Application Procedure

Please send your full CV, the P11 form and motivation letter by email to apply.cs(at)unevoc.unesco.org.

We will acknowledge receipt of your application, however, only candidates under serious consideration and contacted for an interview will receive written notice of the final outcome of the selection process.

Please note:

All travel, interview and relocation costs incurred to take up an appointment at the UNESCO-UNEVOC International Centre in Bonn are at the expense of the applicant. It is the candidate’s own responsibility to obtain a work visa if required. UNESCO is a non-smoking organization.