Administrative Assistant

Job Posting Organization:
The UNESCO Regional Office for the Gulf States and Yemen is dedicated to enhancing education sector governance and coordination in Yemen. Established to support educational initiatives, the office collaborates with the Ministry of Education in Yemen and various education partners to ensure effective planning and monitoring of educational programs. The organization operates with a commitment to its core values, which include integrity, respect for diversity, professionalism, and a strong commitment to the organization's mission. The office plays a pivotal role in coordinating educational efforts and fostering dialogue among stakeholders in the region, thereby contributing to the overall improvement of education in Yemen.

Job Overview:
The Administrative Assistant position is crucial for the successful implementation of various educational projects within UNESCO's framework. The role involves providing comprehensive administrative and financial support to the project team, ensuring that all activities are executed in compliance with UNESCO's established rules and regulations. The assistant will be responsible for facilitating project implementation through effective document management, financial tracking, and budget monitoring. This position requires a proactive approach to assist in planning and hiring processes, procurement of necessary goods and services, and organizing missions and workshops. The Administrative Assistant will also play a key role in maintaining project assets and preparing reports, thereby ensuring smooth operations within the project team.

Duties and Responsibilities:
The incumbent will perform a variety of essential tasks, including but not limited to: managing administrative tasks to support project implementation, conducting financial follow-ups, maintaining proper filing and archiving systems, assisting in budget monitoring and financial tracking, preparing budget tables, and ensuring timely follow-up on commitments. The role also involves assisting in the planning and hiring of human resources, preparing solicitation documents, drafting contracts, and liaising with administrative units for timely clearance. Additionally, the assistant will support the organization of missions, workshops, and meetings, manage project assets, draft correspondence, and prepare administrative and financial reports. The incumbent may also be assigned other responsibilities by the supervisor as needed.

Required Qualifications:
Candidates must possess a university degree (BA or equivalent) in Finance, Banking, Business Management, or a relevant field. A minimum of four years of relevant professional work experience in administration, finance, or a similar field is required. The ideal candidate should demonstrate integrity, reliability, and a strong sense of commitment to their duties. Excellent coordination and organizational skills, along with good analytical and problem-solving abilities, are essential. Strong interpersonal and communication skills, including the ability to draft clearly and concisely, are also necessary for this role.

Educational Background:
The position requires a university degree (BA or equivalent) in a relevant field such as Finance, Banking, or Business Management. This educational background is essential for understanding the financial and administrative aspects of the role and for effectively supporting the project team in their activities.

Experience:
The candidate should have a minimum of four years of relevant professional work experience in administration, finance, or a similar field. Experience in finance and administration at the regional or international level is considered an advantage, particularly if acquired within the UN system. This level of experience is crucial for ensuring that the candidate is well-equipped to handle the responsibilities associated with the Administrative Assistant position.

Languages:
Excellent knowledge of English and Arabic is mandatory for this position. Proficiency in both languages is essential for effective communication within the multicultural environment of UNESCO and for drafting correspondence and reports clearly and concisely. Additional language skills may be considered an asset but are not required.

Additional Notes:
The position is offered as a Service Contract at Level SC3, with a duration of 12 months. The annual remuneration for the post is QAR 230,251, and UNESCO provides benefits including 30 days of annual leave, contributions to a pension scheme, and health insurance upon proof of inscription. The recruitment process may involve pre-recorded video interviews, written assessments, and panel interviews, with reference checks also being part of the selection process. Candidates are reminded that all applications must be submitted online by the specified deadline, and modifications cannot be made once submitted. UNESCO emphasizes the importance of maintaining high standards of efficiency, technical competence, and integrity in its hiring process, and encourages individuals from minority and indigenous groups, as well as persons with disabilities, to apply.