Under the overall  authority of the Head of UNESCO Dar es Salaam Office and the direct supervision of the Finance and Administrative Officer, the incumbent provides a series of finance and administrative support services to the UNESCO National office  in Dar es Salaam and  in compliance with UNESCO Rules and Regulations.

The administrative assistant will undertake the following responsibilities:

Long Description

• Compile, verify and maintain records of transactions and Office administrative activities. Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures;
• Ensure that the accounting records and corresponding justifications  are complete and properly filed;
• Assist in preparation of budget, check completeness, accuracy and compliance of documentation;
• Assist staff members and their dependents by processing requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with requirements of the organization and the host country.
• Assist in recruitment process activities of the office;
• Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance;
• Assist on preparation of purchase orders, contracts, meetings and follow up;
• Maintain and monitor stock levels of various supply items;
• Liaise with companies and host country’s administration;
• Follow up air tickets purchase and payments, prepare travel authorizations and assemble information pertinent to the purpose of travel; track security certificates;
• Assist in the allocation of office and planning moves;
• Monitor  the work of the cleaning staff to ensure the work undertaken by them meets the standards in the contract specification.

COMPETENCIES (Core / Managerial)

REQUIRED QUALIFICATIONS

Education

• Completed Secondary Education.

Work Experience

• Minimum 3 years of relevant work in administration and finance within UN or international organizations.

Languages
•    Excellent/very good knowledge of English and Swahili

Skills and competencies

• Excellent interpersonal  and communication skills.
• Good IT skills and good knowledge of standard office software packages (MS Word, Excel, etc).
• Good analytical and problem solving skills.
• Initiative, service-oriented, and discretion.
• Proven ability to work efficiently, under pressure, and in a multi-cultural environment.
• Flexibility to adjust to different work schedules and priorities.

DESIRABLE QUALIFICATIONS

Education

• Bachelors Degree in Finance, Administration or others related fields

Skills and Competencies.

• Knowledge of UN rules and regulations.

BENEFITS AND ENTITLEMENTS

SELECTION AND RECRUITMENT PROCESS