OVERVIEW

Post Number : 5SDBFM0701RP

Grade : [[G5]]

Parent Sector : [[Administration]]

Duty Station: [[Khartoum]]

Job Family: Administration

Type of contract : [[Fixed Term]]

Duration of contract : 2 years, renewable

Recruitment open to : [[Internal and External Candidates]]

Application Deadline (Midnight Paris Time) : [[31 December 2022]]

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

Only Candidates with Sudanese-nationalities and who are entitled to work in Sudan are eligible to apply for this position

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Head of the Office and the direct supervision of the Finance and Administrative Officer, the incumbent shall serve as Administrative Assistant assisting in the execution of the administrative functions of UNESCO Khartoum Office in ensuring application and compliance with the rules, regulations, policies and practices of UNESCO are in place.

Main responsibilities include but are not limited to the following functions:

GENERAL

Provide specialized administrative support services covering a series of financial, budgetary, HR and other tasks. Judge and consider the intent of transactions, to identify anomalies, inconsistencies and errors and determine the corrective actions to support sound financial, budgetary and HR practices. Contact with beneficiaries, suppliers, UN agencies and local authorities are for the purpose of collection and exchange of information on the status of various transactions and for follow-up of issues. Draft and prepare routine correspondence, memoranda and non-substantive reports. Maintain confidential and general files and establish reference systems. Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures. Assist in overseeing activities related to office maintenance, security, transport and similar services.

FINANCE

Assist and inform the supervisor on financial status, by using management information systems and reporting.

Code, record and reconcile accounting transactions, verify and process payments.

Calculate and compile financial data, prepare routine reports and generate expenditure reports from the automated systems.

Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions.

Act as bank focal point in charge of reconciliation and follow up on bank documents.

ACCOUNTABILITIES

Monitor and control commitments and expenditures and prepare detailed cost estimates and other data for use in budget analysis and proposals.

Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities).

Generate expenditure reports from automated information system databases; compile budget data.

Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures, cross check consistency of figures.

Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.

HUMAN RESOURCES

Assistance in HR administrative matters.

Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database.

Retrieve and Analyse HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action.

Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures.

Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs).

Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation.

LOGISTICS

Help in the coordination of housekeeping, office transport, office drivers, infrastructure, facilities, office premises, and utilization of resources; Manage inventory of all store control purchases on a monthly basis for electrical items/grocery/hospitality/stationery/cleaning items including maintenance of stationery and office supplies inventory.

Ensure maintenance of office assets like equipment, vehicle, furniture etc.; Manage AMCs (Asset Management and Controls) pertaining to upkeep office equipment and other services, ensuring compliance with the service level agreements by the vendors and Long-Term Agreement (LTA) signed by other United Nations sister agencies.

Facilitate the preparation, documentation and processing of VAT (Value Added Tax) claims based on the outstanding VAT receivable balance in the system and reconcile the reimbursement with the receivable balance recorded.

Liaise with relevant authorities to deposit VAT refunds to the respective office bank accounts.

Assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers.

Provide guidance in preparation of travel plans, review travel claims, issue travel advances.