Office Assistant
hace 2 semanas
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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