Office Assistant

hace 2 semanas


San José, San José, Costa Rica UNESCO A tiempo completo

OVERVIEW

Parent Sector:
Field Office

Duty Station:
San Jose

Classification of duty station:
filter12

Standard Duration of Assignement:
filter13

Job Family:
Administration

Type of contract:
Non Staff

Level:
Level 1

Duration of contract:
From 1 to 6 months

Application Deadline (Midnight Paris Time): 28-JUL-2023

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

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of Director/Head of Office and the direct supervision of the Administrative Officer, the incumbent provides administrative and general support to the office.


MAIN TASKS AND SERVICES
The Office Assistant will carry out range of general support tasks in the office, including, among others

Staff the reception desk and welcome visitors

Prepare meeting rooms

Carry out small purchases and errands

Operate the telephone switchboard

Prepare dispatches, including via diplomatic pouch

Provide ad-hoc support to events held at or outside of the office

Serve as liaison between the office and the building management

Create vendors profile in UNESCO ́s vendor ́s management system.

Follow up on contract creation and payments through the electronic system

Support organization of meetings by booking venues, preparing documentation, manage list of attendants, etc.

Prepare a wide range of administrative documents using available templates

Support the filing system in the office

Support in travel arrangements for office staff and outside experts when required, including through the electronic system

ORGANIZATIONAL CONTEXT
This service contract is for 5 months, tentatively from 01/08/2023 to 31/12/2023.


COMPETENCIES (Core / Managerial) Accountability (C) Communication (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
Completed secondary, technical diploma and/or vocacional school.

WORK EXPERIENCE
Minimum of 4 years of relevant work experience in similar post

SKILLS AND COMPETENCIES
Ability to work in a multicultural environment

Excellent interpersonal and communication abilities

Client oriented and problem solving attitude

Flexibility to adjust to different working schedules and priorities

LANGUAGES
Excellent knowledge (spoken and written) of Spanish and good knowledge of English

DESIRABLE QUALIFICATIONS

EDUCATION
Certificate in Secretariat, Business Administration or related careers.

WORK EXPERIENCE
Previous experience in an UN agency in similar post

APPLICATION PROCESS
A letter of interest explaining how your qualifications and experience make you suitable for the vacancy.

Curriculum Vitae or Resume

Proof of right to live and work in the country of the duty station

SELECTION AND RECRUITMENT PROCESS
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UNESCO does not charge a fee at any stage of the recruitment process.

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