UNESCO is hiring an Administrative Assistant.
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only Nationals of Senegal may apply to this position.
Duration of Contract: One (1) year with the possibility of an extension subject to satisfactory performance and availability of funds.
Organizational setting
IIEP-UNESCO Dakar is the International Institute for Educational Planning’s (IIEP) Africa-based office located in Dakar, Senegal. IIEP is a UNESCO specialized institute with a mandate to strengthen Member States’ capacity to plan and manage their education systems. The IIEP-UNESCO Dakar, is renowned for its cutting edge educational sector analyses and supports African countries in developing realistic and credible education system development plans in support of the Education 2030 agenda, an essential part of the 2030 Agenda for Sustainable Development. Through a well-crafted and targeted capacity development approach, IIEP-UNESCO Dakar contributes to the creation of diagnostic analyses, sector plans and pedagogical tools. In concert, these contribute to more relevant and sustainable educational policies across Africa. IIEP-UNESCO Dakar is also actively involved in knowledge creation for the education sector in Africa. For more information about its activities, please follow this link IIEP Dakar.
Overview of the functions of the post
Under the overall authority of the Head of Office and the direct supervision of the Administrative Officer, the incumbent will provide administrative services in a timely and efficient manner. In particular the incumbent will:
Provide secretarial services for the Head of Office & Deputy:
Organize various meetings, notes taking and follow up on actions to be taken.
Assist in maintaining the list of names and contacts of Ministers of Education and all partners (through CRM).
Help maintain office filing system and proposes improvements to the flow of internal correspondence such as TOR and BTORs in support of institutional knowledge management
Translate, when necessary, various texts (correspondence, mails, brief documents, PowerPoint Presentations) into English or French.
Draft and edit texts and presentations written in English or French.
Liaise with UNESCO Offices, National Commissions, Permanent Delegations, UN Agencies and Partners for official communications.
Assist in organizing workshops, training sessions and meetings:
Prepare documents and technical supports such as information notes, program, invitations, documentary supports, management of aspects related to hotels, service provider contracts.
Support for participants: reservation of funds, purchase of airline tickets and ensure various payments are made in a timely manner.
Organize and prepare Head of Office & Communication team missions in direct connection with the administration:
Liaise with UNESCO Offices, National Commissions, Permanent Delegations, UN Agencies.
Make Travel arrangements and prepare the relevant documentation for missions.
Liaise with Protocol Services at UNESCO for various requests including UNDSS security clearances
Examine, prepare, monitor purchases and contracts directly in relation with the administration team for the Head of Office and Communication Team:
Prepare contracts with external parties in the system and other administrative tasks related to Contract Management.
Conduct proper follow-up on these contracts, including direct communication with consultants.
Competencies (Core / Managerial)
Communication (C)
Accountability (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
For detailed information, please consult the UNESCO Competency Framework.
Required qualifications
Education
Completion of secondary, technical or vocational school education with qualifications in office management or related fields.
Work Experience
Minimum of five (5) years of relevant work experience preferably in an administrative support capacity.
Skills and Competencies
Good organizational, writing, coordination and communications skills
Good computer skills (Outlook, Word, Excel, Power Point, etc.)
Ability to work as part of a team and to take initiative to provide quality and timely support and services.
Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
Flexibility to adjust work schedules and priorities.
Languages
Excellent knowledge of French and good knowledge of English.
Benefits and entitlements
UNESCO’s salaries consist of a basic salary and other benefits which, where applicable, include 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.
Selection and recruitment process
Evaluation of qualified applicants may include a written assessment exercise followed by a competency-based oral interview.
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UNESCO applies a zero tolerance policy against all forms of harassment.
UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality.
UNESCO does not charge a fee at any stage of the recruitment process.
Application Deadline (Midnight Paris Time) : 25-NOV-2021.
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