Monitoring expenditures, review payments and reconcile accounts. Acting as a certifying officer up to an authorized level delegated by the CFO. Recommending process and system related modifications and improvement to support successful administration and financial monitoring and control Identifying irregularities and undertake transactions to correct errors/omissions Reviewing purchase requests to ensure that all are in line with organization’s procurement/ financial policies and assist in preparation of various types of contracts Preparing travel authorizations and other travel documents Assisting the Admin unit in the coordination of the activities with the programme units, he/she supports in the review and update of financial and administrative reporting, assist in the process improvements, inventory tagging and tracking, monitoring work plans and budgets; Monitoring expenditures, review payments and reconcile accountsPreparing a variety of administrative and financial documentation using existing examples or templates; assist in drafting management report as directed, liaises with HQ services to obtain additional information/ clarification; Processing and preparing financial statements for the purpose of checking account balances, facilitating purchases, etc.Procurement:Preparing POs and contracts on UNESCO DUO application Ensuring accuracy and correctness of standards in accordance with the UNESCO Procurement Rules and Regulations (UNESCO Administrative Manual) Reviewing purchase requests to see if they are complete, are within the allocated budget, contain technical specifications and quote realistic delivery times Travel:Preparing all travel documents such as TOs on SAP and familiar with all travel application on DUO such as travel plan, travel request and travel claim. Making travel arrangements for all staff; making reservation for tickets and ensuring all travel is in accordance with the UNESCO Travel guidelines

Providing advice, guidance and clearance to sections to support the recruitment of all staff and non-staff and ensure coherence within UNESCO and compliance with the HR rules, policies and provisions. Supporting recruitment processes for vacant posts or short-term requirements, by preparing vacancy announcements, screening applications, administering written exams, participating in interviews and preparing panel reports. Responding to inquiries and provide information to managers and staff on a wide range of administrative HR issues such as conditions of service, administrative procedures, processes and practices, duties and responsibilities, and entitlements. Ensuring appropriate and timely actions for renewals of contracts, promotions, within-grade increments, and performance evaluations. Developing plans, including timetables, for contract reviews, renewals and terminations; ensure timely notice to staff. Monitoring and follows up on TULIP (UNESCO's Online Leave Management System) data/records in coordination with staff members, supervisors, Medical Service and HRM to ensure that all TULIP actions are validated in an appropriate manner. Managing the on-boarding and off-boarding process by providing briefing/orientation on personnel procedures and requirements, as well as staff entitlements to facilitate quick settling-in and smooth checkout. Collecting and analyzing background information, compiling and preparing documents/forms/memos, reports and correspondence to support the Institute's HR management, decision taking and processing of HR actions. Monitoring and verifying post management records; ensure the maintenance of Institute's organizational charts and staffing tables; prepare reports and support management in HR planning. Ensuring the maintenance of the Institute's electronic database and hard copy records. Performing any additional activities that may be required in support of the mandate of UNESCO and to ensure the success of the work team.

Assisting in Office Management, Logistical arrangements for DNA staff members. Establishing and maintain a system to monitor and forecast cash requirements to meet administrative and project expenditures. Establishing monthly cash requirements for the programme and requests timely replenishment from senior management.Ensuring all expenses are within assigned project budget and donor requirements/contract. Overseeing the preparation of all financial statements, invoices, etc as required by supervisor. Ensuring that programme gets the best value for money when purchasing goods (through obtaining quotations, inspection of quality, timely delivery etc) Maintaining a filing system for all financial documents.Preparing, recording, checking over and proofreading correspondence, invoices, presentations, brochures, reports and relevant materials.Preparing minutes of the meetings.Setting up and upholding manual and automated information filing system Scheduling and verifying appointments and meetings of managers.Performing any other duty on programme as requested by supervisor.

Assisting with the day to day operations of the IT functions and dutiesProviding clerical and administrative support to IT executivesCompiling and updating employee records (hard and soft copies)Supporting the IT team in maintaining hardware, software, and other systemsAssisting with troubleshooting issues and provide technical supportProcessing documentation and preparing reportsHandling IT-related documentation and make sure that all IT supplies are availableProviding users with ongoing assistance in their information technology problemsFulfilling tasks set out by supervisor from UNESCO Admin departmentAssisting other departments with any other work

Assisting in providing the procedural and technical support to staff within the areas of finance and budget, to ensure compliance with the financial policies, rules and regulations. Monitoring monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision-making. Verifying vendor claims, advances and other receivables and observe appropriate procurement procedures, to ensure that suppliers are paid in a timely manner. Ensuring accounting records are correct and reliable, including and not limited to timely bank reconciliations, maintenance of open items, timely processing of travel financial transactions, clearance of residual requisitions and purchase order balance. Providing guidance and on-the-job training to other support staff, to ensure services are delivered consistently and to the required standards. Ensuring that local bank account administration and associated cash management functions are performed in adherence to financial guidelines.Human Resource:Working closely with various departments, increasingly in a consultancy role.Promoting equality and diversity as part of the culture of the organization. Developing and implementing policies on issues like working conditions, performance management, equal opportunities, disciplinary procedures and absence management. Planning and coordinating the workforce to best use employees' talents.Participating in recruitment efforts and resolving issues between management and employees.Advising managers on policies like equal employment opportunity and sexual harassment. Advising on pay and other remuneration issues, including promotion and benefits.Developing HR planning strategies, which consider immediate and long-term staff requirements Planning and sometimes delivering training - including inductions for new staff.Analyzing training needs in conjunction with departmental managers