Administrative Assistant

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  • Salary:
    negotiable / YEAR
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  • Posted:
    3 weeks ago
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Post Number : 4PKADM0700RP

Grade : G-5

Parent Sector : Field Office

Duty Station: Islamabad

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 09-OCT-2023

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

Only candidates who have the right to work in Pakistan may apply to this position.


Under the overall delegated authority of the Director of the Office and the direct supervision of the Finance and Administrative Officer, the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures.


  • 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


  • 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
  • Act as bank focal point in charge of reconciliation
  • Follow up on bank documents


  • Assist in HR administrative matters
  • Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database
  • Retrieve and analyse HR-related data from automated systems; alert the supervisor of incosistencies/ errors and propose corrective action
  • Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures
  • Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licences and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs)
  • Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation


  • Shipment: make arrangements, assist and advise on shipping; liaise with customs
  • Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers
  • Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances
  • Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security

Additional activities that may be required to ensure the success of the team work.

COMPETENCIES (Core / Managerial)

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

For detailed information, please consult the UNESCO Competency Framework.



  • Secondary, technical and/or vocational education.


  • Minimum 5 (Five) years of relevant work experience in administrative and/or secretarial tasks.


  • Communication skills. Excellent drafting skills in English and Urdu (preparation of letters and communications (reports, working documents, budgets etc.).
  • Ability to take initiative and to provide quality and timely support and services.
  • Good interpersonal skills. Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).
  • Capacity to work under pressure and flexibility to adjust work schedules and priorities.


  • Excellent knowledge (spoken and written) of Urdu and very good knowledge of English.



  • Postgraduate training/certificate in areas of Admisnitration/Finance.


  • Relevant experience in providing programme or administrative support at international level or within the United Nations system or in an international organization/institution.


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.

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


Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.


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 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. Individuals 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. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.