Administrative Assistant
at UNESCO, Havana, Cuba
Listed on EduAtlas: live school vacancies from schools’ own careers pages and public job services. Apply on careers.unesco.org.
- Salary
- Not given in the advert
- Closing date
- 10 December 2026
- Start
- Not given in the advert
- Type of post
- Administration and business
A support post, not a teaching post. - Contract
- G-4
- First seen
- 29 October 2026, on UNESCO
On careers.unesco.org · Send it by: WhatsApp · LinkedIn · Email · X
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The advert
OVERVIEW Position Number: 3CUADM0702RP Grade: G-4 Parent Sector: Sector For Administration and Management (ADM) Duty Station: Havana 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): 30/11/2026 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Only candidates who are entitled to work in Cuba may apply to this positionORGANIZATIONAL CONTEXT Under the overall delegated authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer, the Administrative Assistant is part of the administrative support team of the UNESCO Office in Havana.OVERVIEW OF THE FUNCTIONS OF THE POST The Administrative Assistant provides standard administrative and support services in accordance with UNESCO rules and regulations. As a team member, the incumbent processes transactions, supports the control and maintenance of accounts and databases, and prepares routine reports, correspondence and administrative documentation.KEY ROLE AND RESPONSIBILITIES General administration Assist in the preparation of documents and reports and compile, verify and maintain records of transactions and Office activities. Classify and code material, maintain general office files, and search records and automated systems for information and reference. Select and record information in correspondence, technical papers, project/programme plans and general reference documents. Draft routine correspondence, cables, memoranda and reports in accordance with standard office procedures. Long Description Finance Process payments and verify that supporting documents are complete, correct and compliant with applicable rules, regulations and procedures. Provide information, explanations and guidance on basic rules and procedures and ensure accounting records and supporting justifications are complete and properly filed. Act as bank focal point, carry out reconciliations, follow up on bank documents and ensure monthly bank statements are received in time for monthly closing. Make authorized petty-cash disbursements, ensure supporting receipts are provided and keep the petty-cash register updated. Budget Register actions and data and make non-complex corrections in systems. Verify transactions and data, identify errors or anomalies and assist in entering corrective actions in IRIS and other corporate tools and systems. Assist in budget preparation and verify the completeness, accuracy and compliance of documentation. Assist in producing financial reports and statistics related to regular and extrabudgetary funds and prepare standard reports from automated financial and programmatic systems. Long Description Human resources Extract data from automated systems or other sources, prepare documents for processing, maintain and update databases and follow up on personnel files. Draft routine correspondence and memoranda based on approved examples and templates. Assist staff members and dependants with visas, identity cards, driving licences and other personnel-related documentation required by the Organization and host country. Collect applications for vacancies, conduct reference checks, coordinate interview schedules and prepare agendas and documentation. Long Description Logistics and travel Arrange shipment and receipt of office and project supplies, equipment and household effects, including customs clearance. Verify purchase orders and comparative quotations; track requests and check that goods and services are received in accordance with the applicable documentation. Maintain and monitor stock levels and inventory records of non-expendable equipment and liaise with companies and host-country administrations. Follow up on air-ticket purchases and payments, prepare travel authorizations, assemble travel-related information, track security certificates a