| DESCRIPTION OF DUTIES Under the authority and guidance of the Head of the Office, UNESCO Dhaka and the overall supervision of the Financial and Administrative Officer, the incumbent shall provide administrative and support services to the management of the Office in compliance with UNESCO Rules and Regulations. MAJOR ACTIVITIES General Accountibilities: - Acts as certifying officer up to the authorized level delegated by the CFO;
- Drafts and prepares, routes correspondence, memoranda and non-substantive reports;
- Maintains confidential and general files as well as establish reference systems and monitoring;
- Assists in the preparation of budgetary and financial reports, statistics or projections for use of managers;
- Review draft reports, verify overall accuracy, consistency and uniformity in presentations;
- Corss-check consistency of figures;
- Assists to supervise activities related to office maintenance, security, transport and similar services;
- Provides guidance and interpretation on non complex administrative rules, regulations and procedures.
Finance Accountibilities: - Assists and inform the AO on financial status, by using the management information system and reporting;
- Codes, records and reconciles accounting transactions;
- Verifies and process payments;
- Maintains specific accounts, calculate and compile financial data, prepare routine reports;
- Generates expenditure reports from SAP;
- When required, provides assistance and guidance to staff on basic financial procedures, requirements related to payments and also on banking and currency provisions;
- Acts as a alternate Focal Point and assist the AO in bank reconciliation;
- Follow up on bank documents.
Budget Accountibilities: - Monitors and controls commitments and expenditures;
- Prepares detailed cost estimates and other data for use in budget analysis and proposals;
- Keeps track of budget levels and alerts AO and concerned managers to avoid potential shortfalls in funds (Validates information and identifies any errors or irregularities);
- Generates expenditure reports from computerized information system databases;
- Compiles financial data;
- Assists in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures and cross checking consistency of figures;
- Reviews overall accuracy and consistency of draft financial reports. Cross-check consistency of figures;
- Identifies any other anomalies, errors, alerts AO and undertakes transactions to correct errors/omissions.
HR Accountibilities - Assists the AO in HR related administrative matters;
- Drafts documents for personnel actions, follows up on coming HR actions maintains data base;
- Drafts routine documents for personnel actions;
- Retrieves HR related data from STEPS, TULIP etc.;
- Process salaries, entitlements, claims, non-staff contracts etc. as per the established guidelines and procedures;
- Provides assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures and on issues related to visas, identity cards, driving licences and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise with Ministry of Foreign Affairs);
- Assists in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinates interview schedules, prepares agenda and documentation.
Logistics - Shipment: makes arrangements, assist and advise on shipping; liaise with customs.
- Procurement: assists in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers.
- Travel: assists and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances.
- Security: assists in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.
Additional Activities: - Additional activities that may be required to ensure the success of the work team.
Difficulty of Works: The work involves diverse working processes and procedures of standard nature which have to be carried out in a confidential environment and with relative independency. The incumbent is required to have the ability to work under pressure. He/she anticipates the volume of work and priorities for monitoring the timing requirements so that deadlines are met and actions delivered on time. Work objectives and methods are well defined, but there is a requirement to exercise judgement and to consider the intent of transactions, identifying anomalies, errors and determining corrective actions to support sound financial practice. MINIMUM QUALLIFICATION REQUIRED Education:
University Degree in Business Administration or any other related discpline. Experience:
5 - 7 years work experince in administrative/financial/project functions with any international or national development organizations. Competencies: - Excellent skills in computer based application packages i.e. MS Office and web based applications/tools;
- Proven knowledge on administrative and financial rules, regulations and procedures;
- Ability to maintain financial records and prepare financial reports/statements;
- Ability to communicate effectively both in English and Bangla;
- Ability to deal and respond requests received from stakeholders;
- Ability to work under pressure and handle complex and critical situations;
- Ability and adaptibility to work in a multi-cultural team environment.
Language
Excellent knowledge of spoken and written English and Bengali Additional Information Regarding the post: The incumbent may be required to perform official travels outside the duty station and, hence, should be ready to undertake on 'as and when required' basis. Submission of application: Interested candidates meeting the above requirements are requested to send their application along with the detailed CV to: Officer-in-Charge, UNESCO Bangladesh, House#122, Road#01, Block-F, Banani, Dhaka, Bangladesh or e-mail to: dhaka@unesco.org mentioning the position applied on the subject line by 31 July 2014. Only short-listed candidates will be contacted. UNESCO is committed to achieving workforce diversity in terms of gender, race and culture. Women, individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNESCO IS A NON-SMOKING WORKING ENVIRONMENT |
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