Senior Administrative Assistant

OVERVIEW

Position Number: 6SNADM0730RP

Grade: G-6

Parent Sector: Sector For Administration and Management (ADM)

Duty Station: Dakar

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): 14/12/2026

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

Only candidates entitled to work in Senegal may apply to this position

ORGANIZATIONAL CONTEXT

Under the overall authority of the Director of the Office and the direct supervision of the Senior Operations Officer, the incumbent provides high-level administrative support and support services across several specialized areas.

OVERVIEW OF THE FUNCTIONS OF THE POST

The work involves providing specialized support in several areas, including finance, budget, accounting and human resources.

KEY ROLE AND RESPONSIBILITIES

General responsibilities

• Perform the duties of a certifying officer within the authority delegated by the Chief Financial Officer (CFO).
• Provide advice on, and interpret, administrative rules, regulations and procedures.
• Provide guidance on routine operational and technical matters.
• Recommend changes and improvements to processes and systems to strengthen administrative management, financial monitoring and control.
• Interpret regulatory provisions and provide advice on complex and non-routine matters.
• Where applicable, oversee activities relating to premises maintenance, security, transport and similar services.

Financial responsibilities

• Ensure that the Office’s financial resources and expenditure are fully and accurately accounted for and that internal control systems are adequate and operational; schedule payments and disbursements.
• Ensure accurate and timely processing of assigned accounts, develop budget estimates and monitor expenditure; participate in, and provide advice on, the preparation of financial statements and budgets.
• Contribute to the preparation and coordination of financial activities funded through Regular Programme (RP) funds and voluntary contributions.
• Compile and consolidate data from various sources to produce financial statements and prepare supporting worksheets.
• Monitor expenditure, review payments and reconcile accounts.
• Investigate anomalies and incorrect postings and take the necessary corrective action.
• Provide assistance and guidance on coding and data entry, information retrieval and report generation using IRIS, SISTER/Core Manager or any other online financial system.

Budget responsibilities

• Prepare budget reports relating to the RP and voluntary contributions and communicate the corresponding information.
• Provide support and advice on planning and budgeting and recommend any necessary adjustments.
• Prepare budget proposals and cost estimates and ensure data accuracy.
• Identify irregularities and carry out the necessary transactions to correct errors or omissions.

Human resources responsibilities

• Process non-routine or complex cases and prepare the related documentation and correspondence concerning personnel actions, drawing on instructions and experience.
• Monitor upcoming HR actions and oversee the maintenance, updating and cleaning of databases.
• Prepare contracts for non-staff personnel and provide guidance on recruitment procedures, entitlements and benefits.
• Liaise with Headquarters services to obtain additional information, clarification and interpretations of applicable policies.

Logistics

• Procurement: Research and collect information on sources of supply and suppliers by product category and obtain specifications available on the market.
• Review contractual documents, including terms of reference, budgets, and the nature and type of contract.
• Resolve issues relating to delivered goods.
• Prepare requisitions for supplies and equipment; ensure that payments are processed and provide the relevant sector with the necessary information on invoicing and payment matters.
• Organize the control and distribution of inventory records.
• Security: Ensure compliance with security requirements applicable to staff travel and monitor completion of mandatory security training.

COMPETENCIES - Core (C) & Managerial (M)

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

Short Description

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

• Completed secondary, technical or vocational education.

WORK EXPERIENCE

• Eight (8) years of professional experience in delivering integrated services and supporting complex administrative processes, preferably in an international environment.

SKILLS AND COMPETENCIES

• Proficiency in standard office applications and systems, including MS Office, SAP, etc.
• Ability to analyse complex issues, demonstrate initiative and propose appropriate solutions.
• Good interpersonal, organizational and coordination skills.
• Flexibility and the ability to adapt working hours and priorities to operational needs.
• Ability to interact effectively and diplomatically with different partners, institutions and other stakeholders at all levels in a multicultural environment.
• Excellent oral and written communication skills, including excellent drafting skills in English or French.

LANGUAGES

• Excellent command of English or French and working knowledge of the other language.

DESIRABLE QUALIFICATIONS

EDUCATION

• Training or certification in accounting, finance and administration.

LANGUES

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

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc. 

The approximate annual starting salary for this post is 15 328 000 XOF

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

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. 

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.  

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. 

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

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.
• Geographical mobility is required for staff members appointed to UNESCO’s international posts.
• 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.  Issuance of a visa by the host country of the duty station, which will be facilitated by the Organization, is required for International Professional positions.
• UNESCO does not charge a fee at any stage of the recruitment process.