Administrative Assistant

OVERVIEW

Position Number: 3CUADM0702RP

Grade: G-4

Parent Sector: Sector For Administration and Management (ADM)

Duty Station: Havana

Job Family: Administration

Contract Type: Fixed Term

Duration of contract: 2 years, renewable

Recruitment open to: Internal and external candidates

Application deadline (Midnight Paris Time): 30/11/2026

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

Only candidates who are entitled to work in Cuba may apply to this position

ORGANIZATIONAL CONTEXT

Under the overall delegated authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer, the Administrative Assistant is part of the administrative support team of the UNESCO Office in Havana.

OVERVIEW OF THE FUNCTIONS OF THE POST

The Administrative Assistant provides standard administrative and support services in accordance with UNESCO rules and regulations. As a team member, the incumbent processes transactions, supports the control and maintenance of accounts and databases, and prepares routine reports, correspondence and administrative documentation.

KEY ROLE AND RESPONSIBILITIES

General administration

• Assist in the preparation of documents and reports and compile, verify and maintain records of transactions and Office activities.
• Classify and code material, maintain general office files, and search records and automated systems for information and reference.
• Select and record information in correspondence, technical papers, project/programme plans and general reference documents.
• Draft routine correspondence, cables, memoranda and reports in accordance with standard office procedures.

Finance

• Process payments and verify that supporting documents are complete, correct and compliant with applicable rules, regulations and procedures.
• Provide information, explanations and guidance on basic rules and procedures and ensure accounting records and supporting justifications are complete and properly filed.
• Act as bank focal point, carry out reconciliations, follow up on bank documents and ensure monthly bank statements are received in time for monthly closing.
• Make authorized petty-cash disbursements, ensure supporting receipts are provided and keep the petty-cash register updated.

Budget

• Register actions and data and make non-complex corrections in systems.
• Verify transactions and data, identify errors or anomalies and assist in entering corrective actions in IRIS and other corporate tools and systems.
• Assist in budget preparation and verify the completeness, accuracy and compliance of documentation.
• Assist in producing financial reports and statistics related to regular and extrabudgetary funds and prepare standard reports from automated financial and programmatic systems.

Human resources

• Extract data from automated systems or other sources, prepare documents for processing, maintain and update databases and follow up on personnel files.
• Draft routine correspondence and memoranda based on approved examples and templates.
• Assist staff members and dependants with visas, identity cards, driving licences and other personnel-related documentation required by the Organization and host country.
• Collect applications for vacancies, conduct reference checks, coordinate interview schedules and prepare agendas and documentation.

Logistics and travel

• Arrange shipment and receipt of office and project supplies, equipment and household effects, including customs clearance.
• Verify purchase orders and comparative quotations; track requests and check that goods and services are received in accordance with the applicable documentation.
• Maintain and monitor stock levels and inventory records of non-expendable equipment and liaise with companies and host-country administrations.
• Follow up on air-ticket purchases and payments, prepare travel authorizations, assemble travel-related information, track security certificates and make travel and hotel reservations.

COMPETENCIES - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Innovation (C)
• Knowledge sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)

REQUIRED QUALIFICATIONS

EDUCATION

• Completed secondary, technical or vocational school diploma.

WORK EXPERIENCE

• Minimum of three (3) years of relevant work experience in administration, finance or a related area.

SKILLS AND COMPETENCIES

• Good IT skills, including proficiency in standard office software and the ability to work with Enterprise Resource Planning (ERP) and other corporate systems.
• Good administrative, organizational and record-management skills, with attention to accuracy and completeness.
• Ability to process routine transactions, documentation and data in accordance with established rules, regulations and procedures.
• Good written and oral communication skills and ability to provide information, explanations and clarification on routine procedures and processes.
• Ability to work with initiative and autonomy on standard administrative support activities and to raise non-recurring cases with the supervisor.
• Ability to establish and maintain effective working relationships with colleagues, service providers, UN agencies, beneficiaries and local authorities.

LANGUAGES

• Excellent knowledge of Spanish (written and spoken).
• Working knowledge of English.

DESIRABLE QUALIFICATIONS

EDUCATION

• Additional training or post-secondary studies in accounting, finance, business administration or another relevant administrative field would be an asset.

WORK EXPERIENCE

• Relevant administrative experience within the United Nations System, another international organization or a comparable institutional environment would be an asset.

SKILLS AND COMPETENCIES

• Knowledge of SAP/IRIS or comparable ERP systems.

LANGUAGES

• Knowledge of another official language of UNESCO (Arabic, Chinese, French and/or Russian).

BENEFITS AND ENTITLEMENTS

UNESCO salaries and benefits are determined in accordance with the applicable staff rules and the conditions of the appointment. 

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

The approximate starting salary for this position is 12 550 USD (disbursed in EUR or CUP)

SELECTION AND HIRING PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted. 

ADDITIONAL INFORMATION

• UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
• UNESCO applies to a zero-tolerance policy against all forms of harassment.
• UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply.
• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
• All applications will be treated with the highest level of confidentiality.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. UNESCO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/UNESCO. The list can be accessed through the link: https://www.whed.net
• The statutory retirement age at UNESCO is 65 years.
• UNESCO appointments are subject to medical clearance.  
• UNESCO does not charge a fee at any stage of the recruitment process.