Unit Assistant (Finance/Procurement)

DUTIES AND RESPONSIBILITIES:

• Prepare letters, verbal notes, circular notes, emails, or any other documents, in two (2) official languages of the ACS - Spanish, English and French (where applicable) and follow up on correspondences sent;
• Prepare and review documents as it relates to preparation of the monthly payroll;
• Render logistical assistance including the preparation and proofreading of documents for all meetings under the purview of the Budget and Administration Unit;
• Prepare and review documents as it relates to preparation of the monthly ACS VAT Returns;
• Prepare and review documents as it relates to preparation and reconciliation of Petty Cash;
• Perform data entry into the ACS Accounting system;
• Prepare bank reconciliations;
• Assist with Budget preparation reports;
• Assist with the finance functions related to ACS projects;
• Provide courtesy translation of documents (approximately 2 - 3 pages);
• Manage and maintain physical and electronic records for the Unit in accordance with established ACS policy, procedures and standards;
• Copy and forward all correspondences to the general archives of the Secretariat;
• Dispatch correspondences related to the official work of the Unit via mail, courier, hand and/or email when requested and follow up as necessary;
• Manage email correspondences and follow up as necessary;
• Arrange official appointments and manage the official agenda of the Chief Operating Officer in a timely, diplomatic and conscientious manner, providing confirmations, regrets, and reminders to all concerned;
• Prepare dossiers for the official missions of the Chief Operating Officer, coordinating with other Directorates, Officials, related institutions and/or personnel as necessary;
• May be required to prepare the Value Added Tax (VAT) for the Chief Operating Officer (if applicable);
• Assist the Chief Operating Officer with personal matters which he/she requests, within the parameters of the organisation in an official capacity;
• Represent the ACS at official meetings, events, workshops and conferences as designated;
• Assist with reception duties in order to relieve the Receptionist during scheduled breaks or in his /her absence from office;
• Prepare Rapporteur’s Reports and Executive Summaries of ACS official meetings in compliance with established Agreements;
• Provide assistance and support to the Chief Operating Officer, Human Resource Officer, Finance Officer and Information Technology (IT) Officer as requested.

MINIMUM QUALIFICATIONS AND EXPERIENCE:

• A first-level university degree (Bachelor's) in fields related to Management, Accounting, or pursuing the ACCA qualification, or any other relevant areas;

Experience:

• Minimum of six months’ drafting reports and providing administrative support services; 
• A working knowledge of Quickbooks will be considered an asset;
• Working in an international or regional organisation will be considered an asset.

KNOWLEDGE AND COMPETENCIES:

• Excellent oral and written communication skills in two (2) of the official languages of the ACS;
• Strong Interpersonal skills;
• Ability to work under pressure in a multicultural environment;
• Excellent organisational, planning and time management skills;
• Professionalism;
• Detail oriented;
• Ability to work independently; 
• Ability to work in a team and to collaborate with others;
• Proficiency in MS Office Suite.