Finance and Administrative Assistant - UNESCO Jakarta

Post title: Finance and Administrative Assistant
Unit: Education Unit, UNESCO Office, Jakarta Grade: SC 5Starting Date: Immediate Assignment Duty Station: Jakarta 
Contract Type: Service Contract
Period of appointment: 6 months 
Application close date: 19 June 2015

Duties and Responsibilities

Under the overall supervision of the Director of UNESCO Office, Jakarta, and the direct supervision of the Head of the Education Unit, the incumbent shall perform the following functions:

1. Assist preparing and monitoring the work plan budget of Project;
2. Assist in administratively issuing, monitoring and closing of contracts of the Project activities in close working relationships with counterparts;
3. Assist the logistical aspects for organizing of the project’s events such as workshops, trainings, meetings, seminars, etc.;
4. Assist all financial and administrative matter, such as payment requests, fund requirements, inssuance of contracts in the system, issuance of travel grants and travel orders; checking financial reports and original supporting documents from counterparts, give suggestion for amendment to supervisor and initiate appropriate actions related to contract to ensure the timely receipts of deliverable, and maintain communication with counterparts and stakeholders;
5. Monitor the project activities; developing and maintaining a database of daily financial records, including reconciliation and updating of financial information recorded in the internal monitoring sheet and on required financial software;
6. Manage an effective paper and electronic filling system, incoming and outgoing mails, travel arrangements and coordinating appointments;
   Assist in liaising, coordinating and building partnerships with government and non-government organizations (NGOs), UN agencies and UN partners and development partner; 
7. Participate and contribute in regular monthly meetings;
   Undertake other tasks as assigned.

Competencies 

Corporate

• Demonstrate integrity and fairness;
• Promote the vision, mission and strategic goals of UNESCO;  

Functional

• At least 5 years of relevant experience in administration and finance with local and/or international organizations;
• Proven professional credibility and working experience in a governmental, multilateral or civil society organization would be assets;
• Extensive network of international and individual contacts would be an asset.

Management skills

• Demonstrated and well developed organizational skills;
• Ability to work in a team; creating a positive environment, mentoring and guiding colleagues on the project activities;
• Demonstrate openness to change and ability to manage complexities;
• Seeks and applies knowledge, information and good practices from within and outside of UNESCO;

Qualifications 

Education

At least Diploma in Accounting, Business Administration, Social Science or a similarly relevant field.

Experiences 

• At least 5 years of relevant experience in administration and finance with local and/or international organizations;
• Experience in working within UNESCO financial policies and procedures or another International Organization would be an asset.

Languages 

Fluent in spoken and written both in English and in Bahasa Indonesia

Other Skills

• Good ability to work in an international or multicultural environment;
• Strong communication and interpersonal skills, as well as networking and negotiating skills;
• Sound knowledge on information technology and management;
• Computer literate (Microsoft Office, internet).

HOW TO APPLY

Please submit a full CV (using the form at https://en.unesco.org/careers/media/3705) and a recent photo, a letter of motivation, and a list of three references that may be contacted, to: jakarta(at)unesco.org before 19 June 2015. Only short-listed candidates will be contacted and no telephone enquiries will be accepted.