Operations Assistant

Job Posting Organization:
The UNESCO Institute for Statistics (UIS) was established in 1999 and serves as the statistical arm of UNESCO, supporting the organization's 193 Member States and 12 Associate Members. The UIS is dedicated to producing cross-nationally comparable data that informs global, regional, and development agendas across various sectors including education, science, technology, innovation, culture, and communication. The Institute's Medium-Term Strategy for 2022-2029 focuses on three main pillars: standards and methodologies, data production, and outreach, ensuring that countries can make informed policy decisions based on sound statistical evidence. The UIS plays a crucial role in monitoring Sustainable Development Goal 4 (SDG 4) and contributes data to significant platforms such as the UN Transforming Education Summit and the G7 and G2

• The Administration Unit (ADM) is essential for the UIS's operations, providing necessary support services such as procurement, contracting, and general operations, which are vital for the Institute's programmatic work.

Job Overview:
The Operations Assistant will work under the direct supervision of the Associate Finance and Administrative Officer, providing essential operational and reception support to the UIS. This role is pivotal in ensuring the efficient delivery of administrative services in compliance with UNESCO's rules and regulations. The Operations Assistant will help program teams focus on their core activities, such as data production and technical assistance to Member States, by managing various administrative tasks. The position requires a proactive approach to problem-solving and the ability to handle multiple priorities effectively. The incumbent will be responsible for maintaining a professional reception area, managing correspondence, and supporting procurement processes, thereby contributing to the overall efficiency of the UIS.

Duties and Responsibilities:
The Operations Assistant will have a diverse set of responsibilities, including: providing front desk support and managing shared mailboxes; serving as the focal point for contract creation in DUO (UNESCO's ERP system); assisting program teams with procurement documentation; developing a contract-tracking methodology; processing vendor registration documentation; coordinating building management support; drafting routine correspondence and reports; maintaining confidential files; and ensuring compliance with UNESCO's administrative procedures. Additionally, the incumbent will welcome visitors, manage incoming calls, maintain the reception area, sort and distribute mail, and assist with document preparation. The role also involves supporting procurement actions, managing shipments, and maintaining accurate asset records.

Required Qualifications:
Candidates must have completed secondary, technical, or vocational school education. A minimum of five years of relevant professional experience in general administration, finance, procurement, or human resources in a large organization is required. Strong organizational skills, attention to detail, and the ability to manage multiple priorities under pressure are essential. Candidates should demonstrate discretion in handling confidential information and possess excellent interpersonal skills, particularly in a multicultural environment. Proficiency in MS Office applications is necessary, along with effective communication skills and a collaborative spirit.

Educational Background:
The educational requirement for this position includes the completion of secondary, technical, or vocational school education. A Diploma of College Studies (DCS/DEC) in social sciences, accounting, finance, or a related area is desirable. Additional training in Secretarial Studies, Finance, or Administration would be beneficial.

Experience:
Candidates should have a minimum of five years of relevant professional experience in administrative roles, particularly in large organizations. Experience within an international organization and familiarity with its administrative processes is highly desirable. Specific experience in procurement, contract administration, and vendor management will be considered a strong asset. Knowledge of the UN system's operational environment will facilitate rapid integration into the UIS Administration Unit.

Languages:
Excellent knowledge of English and French, both written and spoken, is mandatory for this position. Knowledge of another official language of UNESCO, such as Arabic, Chinese, Russian, or Spanish, is considered desirable and would enhance a candidate's profile.

Additional Notes:
The position is a project appointment with a duration of one year, with the possibility of extension based on funding availability and satisfactory performance. The role is open to both internal and external candidates, but only those entitled to work in Canada may apply. The approximate annual starting salary for this position is CAD 53,996, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. The selection process may involve video interviews, written assessments, and reference checks, and all candidates will be informed of the outcome of their application. UNESCO emphasizes the importance of diversity and encourages applications from under-represented groups.