Administrative Assistant

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission to contribute to peace and security" style="border-bottom: 1px dotted #007bff !important;">security by promoting international collaboration through educational, scientific, and cultural reforms. The organization operates in over 190 countries and has a workforce of more than 2,000 employees. UNESCO aims to build peace in the minds of men and women, focusing on education, natural sciences, social/human sciences, culture, and communication/information.

Job Overview:
The Administrative Assistant position is a short-term role within the UNESCO Office for Iraq, specifically supporting the project titled 'Equitable Quality Education in Iraq: Improved Teaching and Learning and Enhanced Educational Management (ITALEEM)'. The incumbent will be responsible for a variety of office, financial, and administrative tasks that are crucial for the successful implementation of the project. This role requires a proactive individual who can manage multiple tasks efficiently and ensure that all administrative processes are executed smoothly. The position is designed to provide support for a duration of four months, during which the assistant will work closely with the Project Officer and other team members to facilitate project activities and maintain organizational standards.

Duties and Responsibilities:

• Document Preparation and Budget/Work Plan Support: The assistant will draft various documents, letters, and correspondence based on provided texts. They will also search for, compile, review, and update information necessary for documents, work plans, and budgets. Additionally, they will enter and update approved work plan and budget data in automated systems, ensuring accuracy and compliance, and generate system reports to support financial updates and project delivery reporting.
• Administrative Documentation and Procedure Follow-up: The role involves preparing administrative documents using established templates, initiating administrative procedures, and ensuring follow-up on payment tracking with the Administrative Unit. The assistant will inform team members about administrative steps to ensure timely planning and coordinated work execution, alerting colleagues of pending obligations and deadlines.
• Organization of Meetings, Events, Workshops, and Travel: The assistant will organize official meetings and events, including booking venues and arranging equipment. They will also handle travel arrangements related to events, prepare itineraries, and provide logistical support during these activities.
• Correspondence Management and Document Handling: Responsibilities include receiving, analyzing, registering, and distributing incoming correspondence and documents, drafting replies, and verifying invoices against contract terms.
• Enquiry Response and Internal Coordination: The assistant will respond to inquiries, schedule appointments, and liaise with internal services for additional information or clarifications.
• General Administrative Support: Providing logistical support, preparing documentation for missions, and drafting minutes of meetings are also part of the role.
• Additional Tasks: The assistant may perform other duties as needed to ensure the successful implementation of the project and the functioning of the unit.

Required Qualifications:
Candidates must possess a university degree in business administration, project management, finance and accounting, procurement, or a related field. Additionally, a minimum of five years of relevant experience in program management or an assistant function within a UN agency is required. Experience in monitoring financial and activity reporting of implementing partners, as well as proficiency in corporate financial systems and office software packages, is essential.

Educational Background:
A university degree in business administration, project management, finance and accounting, procurement, or a related field is required for this position. Specialized training or certification in administration, finance, accounting, or procurement is considered an asset.

Experience:
The position requires a minimum of five years of progressively responsible work experience in program management and/or assistant functions within a UN agency. Candidates should have experience in monitoring financial and activity reporting of implementing partners and preparing acceptance notes with supporting documents for payment releases.

Languages:
Fluency in Arabic and English, both oral and written, is mandatory for this position. Candidates should possess excellent comprehension skills in both languages to effectively communicate and manage documentation.

Additional Notes:
The contract is temporary in nature, intended to cover a maternity leave, with an initial probationary period of four months. The position offers 2.5 days of annual leave per month. UNESCO emphasizes a no-smoking policy and encourages applications from individuals from minority and indigenous groups, as well as persons with disabilities. The organization maintains a zero-tolerance policy against harassment and ensures confidentiality in the hiring process.