Administrative and Logistics Support

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 thousands of employees dedicated to fostering global understanding and cooperation. UNESCO's core values include commitment to the organization, integrity, respect for diversity, and professionalism, which guide its operations and interactions with member states and communities.

Job Overview:
The position of Administrative and Logistics Support is crucial for the effective functioning of the Education Team in Dili, Timor Leste. The incumbent will be responsible for providing comprehensive administrative and logistical support, ensuring that all necessary arrangements for travel, procurement, and event organization are executed efficiently. This role requires a proactive approach to managing various administrative tasks, including maintaining accurate records, preparing documentation, and facilitating communication within the team and with external stakeholders. The successful candidate will play a key role in tracking project activities and preparing budgetary information, contributing to the overall success of educational initiatives in the region.

Duties and Responsibilities:
The incumbent will undertake a variety of tasks including but not limited to: completing administrative and support activities related to travel arrangements, contracting services, and purchasing goods; maintaining accurate data and transaction records; tracking and reporting on project activities; preparing budgetary data and information from past initiatives; drafting administrative documentation using templates provided by the supervisor; initiating administrative procedures and ensuring follow-up; organizing official meetings, events, and workshops by booking venues and equipment; receiving, analyzing, sorting, registering, filing, and distributing correspondence and documents; responding to inquiries and following up on routine outstanding matters; and performing additional tasks as assigned that are consistent with the functions outlined above.

Required Qualifications:
Candidates must possess completed secondary, technical, or vocational school education. Additionally, a minimum of three years of relevant practical administrative support experience in project management, preferably within humanitarian development, is required. Candidates should have a solid understanding of general office and administrative support, including familiarity with administrative policies, processes, and procedures. Proven experience in providing administrative support for event organization, procurement, travel arrangements, and budgetary tracking is essential. General clerical and administrative support skills are also necessary for this role.

Educational Background:
While a completed secondary, technical, or vocational school education is mandatory, a Bachelor’s Degree in Administration, Education, Social Human Sciences, or Communication is considered a desirable qualification that may enhance a candidate's application.

Experience:
The position requires a minimum of three years of relevant experience in administrative support, particularly in project management contexts. Candidates should demonstrate a strong background in managing administrative tasks effectively and efficiently, with a focus on supporting project teams and ensuring smooth operations.

Languages:
A good knowledge of the English language, both spoken and written, is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication capabilities within the diverse environment of UNESCO.

Additional Notes:
The contract duration for this position is set for 12 months, with the possibility of extension based on performance and organizational needs. The role is open to external candidates, specifically Timor Leste citizens or individuals with the right to work in Timor Leste. The position is classified at the SC4 level, indicating a mid-level service contract role. The monthly salary is USD 941.46, which includes social benefits, and candidates will also receive medical insurance and pension benefits. Additional perks include 30 days of annual leave. The recruitment process may involve various assessment methods, including video interviews and reference checks, and all applications will be treated confidentially.