Senior Administrative Assistant

Job Posting Organization:
The job posting organization is UNESCO, which stands for the United Nations Educational, Scientific and Cultural Organization. Established in 1945, UNESCO aims to promote peace and security" style="border-bottom: 1px dotted #007bff !important;">security through international cooperation in education, the sciences, and culture. The organization has a global presence, operating in over 190 countries with a workforce of approximately 2,000 employees. UNESCO is committed to fostering sustainable development and building inclusive knowledge societies, with a focus on education, cultural heritage, and freedom of expression.

Job Overview:
The Senior Administrative Assistant position is situated within the Intergovernmental Oceanographic Commission (IOC) of UNESCO, specifically under the authority of the director-general" style="border-bottom: 1px dotted #007bff !important;">Assistant Director-General and the Head of the IOC Operational Support Unit. This role is pivotal in providing high-level administrative and operational support across various specialized areas to IOC Sections at both Headquarters and decentralized offices. The incumbent is expected to work autonomously while adhering to established guidelines and procedures, ensuring compliance with UNESCO's administrative rules and regulations. The position demands advanced problem-solving skills to address complex administrative and operational challenges, requiring the incumbent to interpret and apply UNESCO's policies effectively. The role also involves prioritizing tasks and managing work routines to meet overall objectives set by the supervisor, ensuring timely and quality support to the organization.

Duties and Responsibilities:
The Senior Administrative Assistant will be responsible for a wide range of duties, including but not limited to: acting as a certifying officer for financial transactions, providing guidance on administrative rules and procedures, advising on operational transactions, and recommending improvements to administrative processes. The incumbent will ensure proper accounting of financial resources, monitor expenditures, assist in budget preparation, and compile financial statements. Additionally, the role involves handling complex HR cases, issuing non-staff contracts, and liaising with central services for recruitment processes. The incumbent will also be responsible for procurement activities, ensuring compliance with security protocols, and maintaining inventory records. Overall, the position requires a proactive approach to managing administrative functions and ensuring operational efficiency across the organization.

Required Qualifications:
Candidates must possess completed secondary education, with technical or vocational training being advantageous. A minimum of eight years of relevant work experience in secretarial and administrative tasks is required. The ideal candidate should demonstrate proven problem-solving abilities in Human Resources, Travel, Finance, and Budget management. Strong analytical skills, the capacity to handle confidential matters discreetly, and the ability to build effective relationships in a multicultural environment are essential. Proficiency in MS Office tools and ERP systems (such as SAP) is also necessary, along with a proactive approach to improving administrative processes.

Educational Background:
While a completed secondary education is mandatory, candidates with a university degree in Public or Business Administration or related fields will be preferred. Specialized training or certification in Supply Chain or Procurement is also desirable, enhancing the candidate's qualifications for the role.

Experience:
The position requires a minimum of eight years of relevant work experience in administrative and secretarial roles. Experience within the United Nations system or similar international organizations is highly valued, as it demonstrates familiarity with the operational context and administrative frameworks of such entities.

Languages:
Candidates must have excellent knowledge of both spoken and written English and French, as these are the primary working languages of UNESCO. Knowledge of another official UNESCO language, such as Arabic, Chinese, Russian, or Spanish, is considered an asset and may enhance the candidate's profile.

Additional Notes:
The contract for this position is a project appointment lasting one year, with the possibility of extension based on performance and availability of funds. The position is open to both internal and external candidates, but only those entitled to work in France may apply. The role is full-time, and candidates should be prepared for potential geographical mobility as required by UNESCO's international posts. The approximate annual starting salary for this position is 48,526 EUR, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. UNESCO emphasizes a commitment to diversity and encourages applications from under-represented groups.