Job: Administrative and HR Assistant

Location: New Delhi 
Deadline: Friday, 20 September 2013 

Description

Title: Administrative and HR Assistant

Domain: Administration

Post Number: 4INED0013PA

Grade: :G5 Only candidates legally entitled to work in India may apply forthis post.

Organizational Unit: Mahatma Gandhi Institute of Education for Peace andSustainable Development

Duty station: New Delhi

Type of contract: Project Appointment

Annual salary: Starting from INR 682,040

Duration of contract: One year (renewable)

Deadline (midnight, Paris time): 20 September, 2013Application to be sent to: mgiep.recruitment@unesco.org

(CV with coverletter) CV Form to be used

OVERVIEW OF THE FUNCTIONS OF THE POST

Background

The Mahatma Gandhi Institute of Education for Peace and Sustainable Development (MGIEP) isUNESCO's first education-related category 1 institute in the Asia and the Pacific region towards thedevelopment and promotion of new approaches to education for a more peaceful and sustainableworld. The Institute aims to contribute to the conceptualization, design and formulation of regionaland sub-regional strategies in education for peace and sustainable development, in particularthrough South-South and triangular North-South-South cooperation.

Duties and Responsibilities

Under the general authority the Director of the Institute and the direct supervision ofAdministrative Officer, the incumbent shall perform the following duties:

Human Resources Management:

• Recruitment: under the supervision of the Administrative Officer, provide advice to and assist hiring managers on recruitment process of all categories of staff and non-staff, includingpreparation of vacancy notices, coordination of the interviews, and compilation of recruitmentdocuments, preparation of offers/terms of employment

• Staffing: Maintain staffing tables and organigram up-to date, prepare reports on HR activities

• Filing: set up and maintain personnel files/records (electronic and paper)

• General HR issues: advice and assist staff on all HR matters, including requests related to visas and related documents in respect of the host country rules, liaise with local authorities, take necessaryactions and follow-up; draft routine correspondence related to HR mattersAdministrative and Finance management:

Administration and Financial Management

• Assist in the preparation of a wide array of plans, budgets and reports (estimates, budgets, resourcing plans/tables etc.) by compiling information/statistics for budgetary/financial updates,reports and/or projections for use and scrutiny by the managers and donor organizations.

• Run reports, update information and conduct budgetary tracking/reporting tasks. Track/verify obligations and expenditures; review printouts/files and input/update data in the automated SAPsystem.

• Verify/approve within delegated authority requests for payment, in line with rules, procedures and contract terms. Provide information on payment status and remaining obligations tosupervisor or project staff.

• Prepare contractual documents using examples or templates and enter obligations for approved agreements in the automated system. Draft routine correspondence on finance, budgetary oradministrative matters.

• Provide information to management/staff on the administrative/financial/budgetary procedures.
• Assist in the delivery of a range of administrative tasks including verification of charges, orderingof supplies etc.

REQUIRED QUALIFICATIONSEDUCATION

• Secondary Education, preferably with specialized certification in administration, Human Resources and/or accounting / finance. Specialized training/certification in the particularfield is desirable.

WORK EXPERIENCE

• At least 5 years of experience in administrative and accounting / finance activities with

increasing levels of responsibility and relevant work experience in national or internationalorganizations. Experience in Human Resources management would be an asset.

SKILLS/COMPETENCIES

• Good time-management, organizational & inter-personal skills. Ability to work under pressure

• Ethics and integrity

• Client oriented

• Tact, discretion and diplomacy

• Excellent communication skills; ability to interact with a wide range of colleagues and staff at all level;

• Excellent IT skills (MS Office) and advanced knowledge of spreadsheet and database.
• Experience in handling web-based management systems. Experience with an ERP system willbe considered as an asset.

LANGUAGES

• Fluency in English. Knowledge of Hindi and another UN official language would be considered as an asset

BENEFITS AND ENTITLEMENTS

UNESCO's salaries are calculated in Indian Rupee and exempt from income tax. Other benefits include: 30days annual leave, dependency allowance, language allowance, pension plan and medical insurance. Pleasenote that UNESCO is a non-smoking Organization.

HOW TO APPLY

To apply, please send your application letter, UNESCO CV (CV form to be used), in English byemail:mgiep.recruitment@unesco.org or to the following address: MGIEP, UNESCO HouseB-5/29Safdarjung Enclave, New Delhi - 110 029 INDIA.Application files will have to reach MGIEP, New Delhi before 20 September 2013 midnight (Indian time).Please label the subject line 'HR and Administrative Assistant (G-5).Please note that only pre-selected candidates will be contacted.

More Info and Application