Administrative Assistant (SC5/1 BAG-26-ADM-0002)

JOB DETAILS

Type of contract : Service Contract

Level : SC5

Hiring Unit : Sector For Administration and Management (ADM)

Duty Station : Baghdad

Work location : On site

Duration of contract : 12 months

Hiring open to : External candidates

Application deadline (Midnight UTC+3 Time) : 26/07/2026

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

MAIN TASKS AND SERVICES

1.Administrative Support

• Act as certifying officer up to the authorized level delegated by the CFO;
• Draft and prepare routine correspondence, memoranda and non-substantive reports;
• Maintain confidential and general files and establish reference systems;
• Assist in the preparation of budgetary and financial reports, statistics or projections for managers' use;
• Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures;
• May assist in overseeing activities related to office maintenance, security, transport and similar services;
• Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.

2.Financial Management

• Assist and inform the supervisor on financial status, by using management information systems and reporting;
• Code, record and reconcile accounting transactions;
• Verify and process payments;
• Maintain specific accounts, calculate and compile financial data, prepare routine reports;
• Generate expenditure reports from the automated systems;
• Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions.

3.Budget Management

• Assist in the preparation and monitoring of budgets and work plans.
• Monitor commitments, obligations, and expenditures against approved budgets.
• Prepare cost estimates and budget forecasts.
• Analyze budget utilization and identify variances.
• Generate expenditure and budget monitoring reports.
• Alert supervisors to funding gaps, budget irregularities, or potential overspending.
• Review financial and budget documents for compliance and accuracy.

4.Travel and Logistics

• Arrange official travel, including travel authorizations, travel orders
• Process travel advances and travel claims.
• Maintain records related to travel and mission activities.

5.Other Duties

• Perform any other duties assigned by the supervisor to support the effective functioning of the Office.
• Contribute to continuous improvement of administrative, financial, and operational processes

EXPECTED RESULTS

The incumbent acts as a team member and plays a key role within the respective Unit in providing information,

clarifications, guidance and advice to Field Office members on the related rules and procedures, progress of

delivery against standards and deadlines. The incumbent may be required to explain work practices to new

staff within the unit or temporary personnel. The work of the incumbent directly affects the work of others

within the administrative unit.

DURATION OF THE CONTRACT

Initially 3 months as probationary period, extendable subject to satisfactory performance, and availability of the funds.

COMPETENCIES - Core (C) & Managerial (M)

Accountability (C)

Communication (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 education in Business administration or any other related field.

WORK EXPERIENCE

• Minimum of 5 years of relevant work experience in administration, finance or related area.

Long Description

SKILLS AND COMPETENCIES

1. Good interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels.
2. Ability to analyze, interpret financial data, and monitor budgets.
3. Good organizational and coordination skills; ability to take initiatives, establish priorities and monitor own work plans.
4. Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently under pressure.
5. Sense of integrity and confidentiality.
6. Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.

LANGUAGES

Excellent knowledge of Arabic and English

BENEFITS AND ENTITLEMENTS

The candidate shall be offered a Service Contract with a gross salary of approximately 28,676.40 USD per annum (Social Security included).

The initial contract will be for a probationary period of 3 months renewable subject to satisfactory service; and contingent on the availability of funding;

Other benefits include 2.5 days per month annual leave.

Please note that UNESCO is a no-smoking Organization.

SELECTION AND RECRUITMENT 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 personnel shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
• UNESCO applies a zero-tolerance policy against all forms of harassment.
• 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.
• The statutory retirement age at UNESCO is 65 years.
• UNESCO does not charge a fee at any stage of the hiring process.