Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Dar es Salaam
Country: Tanzania
Deadline Date: 02-JAN-2025

Job Details

Job Posting Organization:
The job is posted by UNESCO, the United Nations Educational, Scientific and Cultural Organization, which was established in 194

• UNESCO's mission is 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 approximately 2,000 employees. UNESCO is dedicated to fostering a culture of peace, promoting sustainable development, and ensuring access to quality education for all.

Job Overview:
The position of Administrative Assistant is based in the UNESCO office in Dar es Salaam, Tanzania. The incumbent will work under the supervision of the Head of Office and the UNESCO Representative, providing essential administrative and office support to ensure the smooth operation of the office. The role involves managing appointments, handling correspondence, and maintaining records, which are crucial for effective communication and information flow within the office. The Administrative Assistant will also be responsible for organizing meetings, preparing documents, and assisting with travel arrangements, thereby playing a vital role in the overall administrative functions of the office. This position requires a proactive approach to problem-solving and the ability to work independently while also being a team player.

Duties and Responsibilities:
The Administrative Assistant will have a variety of responsibilities, including but not limited to: arranging appointments for the Head of Office and the Representative, receiving visitors, and managing telephone communications. The incumbent will review and process incoming mail, ensuring timely follow-up on actions and routing information appropriately. Drafting responses to standard correspondence and producing complex documents using word processing software will also be part of the role. The Administrative Assistant will provide logistical support for meetings, including preparing invitations, compiling documents, and taking notes during meetings. Additionally, the role involves maintaining electronic and paper records, managing attendance and leave records, and performing general administrative tasks such as budget follow-up and information retrieval.

Required Qualifications:
Candidates must have completed secondary, technical, or vocational education. A minimum of three years of relevant work experience in administrative or secretarial roles is required. The ideal candidate should possess strong writing skills for creating minutes, response letters, and other informational materials. Proficiency in office applications such as MS Word, Outlook, Excel, and PowerPoint is essential. Excellent interpersonal and communication skills are necessary, along with the ability to handle sensitive information with discretion. Candidates should be organized, able to prioritize tasks, and work autonomously while also being effective team members.

Educational Background:
The position requires candidates to have completed secondary education, with additional technical or vocational training being advantageous. Specialized training or certification in administration or secretarial work is considered a desirable qualification.

Experience:
Candidates should have at least three years of relevant experience in administrative, secretarial, or related tasks. Experience working in diverse organizations, particularly in an international environment such as a United Nations agency, is preferred. Familiarity with coordinating secretarial support for high-level meetings is also beneficial.

Languages:
Fluency in English, both spoken and written, is mandatory. Proficiency in Swahili, the local language, is also required. Knowledge of another official UNESCO language (Arabic, Chinese, French, Russian, or Spanish) is considered an asset.

Additional Notes:
The position is a fixed-term contract for a duration of two years, with the possibility of renewal. The role is open to both internal and external candidates, but only those entitled to work in Tanzania may apply. The approximate annual starting salary for this position is TZS 35,585,000, 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, including individuals from minority and indigenous backgrounds, as well as persons with disabilities.