Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Dakar
Country: Senegal
Deadline Date: 20-DEC-2024

Job Details

Job Posting Organization:
The job is posted by the International Institute for Educational Planning (IIPE) of UNESCO, which is dedicated to enhancing the capacity of UNESCO member states to plan and manage their educational systems. IIPE-UNESCO Dakar serves as the Africa office and is known for its educational sector analyses, assisting African countries in developing credible educational system development plans in line with the 2030 education agenda. The organization focuses on capacity building, producing diagnostic analyses, sector plans, and educational tools that contribute to more relevant and sustainable educational policies. IIPE-UNESCO Dakar is also actively involved in knowledge creation for the education sector in Africa.

Job Overview:
The Administrative Assistant will support the program teams at IIPE-UNESCO Dakar by providing secretarial services, organizing events, and managing the procurement of goods and services. The role involves a variety of administrative tasks that are crucial for the smooth operation of the office. The assistant will work under the general authority of the Head of the IIPE-UNESCO Dakar Office and the direct supervision of the Finance and Administration Officer. The position requires a proactive approach to managing administrative functions, ensuring that all activities are carried out efficiently and effectively. The assistant will also be responsible for maintaining communication with partners and stakeholders, ensuring that all logistical arrangements for missions and events are handled professionally.

Duties and Responsibilities:

• Provide secretarial services, including preparing for visitor receptions, organizing meetings, taking notes, and drafting minutes.
• Organize travel for program specialists, assisting with travel plans, bookings, and necessary documentation.
• Organize events such as workshops and training sessions, managing logistics and participant arrangements.
• Support the procurement of goods and services, preparing purchase orders and contracts, and maintaining supplier relationships.
• Ensure the financial integrity of the Administrative Unit by identifying anomalies and correcting errors.
• Maintain a knowledge repository and institutional memory regarding tasks performed.

Required Qualifications:
Candidates must have completed secondary education, with a minimum of 5 years of experience in administrative services or a related field, preferably within an international organization. Strong organizational skills, demonstrated writing abilities, and the capacity to deliver high-quality work within deadlines are essential. Candidates should also possess excellent communication skills and the ability to work collaboratively in a diverse cultural environment.

Educational Background:
A secondary education is required, and a university degree or certification in business administration is desirable. This educational background will provide the necessary foundation for the administrative tasks required in this role.

Experience:
A minimum of 5 years of professional experience in administrative services or a related field is required. Experience within a United Nations agency or in project administrative management is considered an asset. Candidates should demonstrate a strong ability to manage multiple tasks and adapt to changing workloads.

Languages:
Fluency in French is required, with a good working knowledge of English being advantageous. Candidates must be able to communicate effectively in both languages, as the role involves drafting correspondence and translating documents.

Additional Notes:
The position is a project appointment for a duration of 1 year, with a 6-month probation period. Renewal of the contract will depend on performance and availability of funds. Only candidates with the right to work in Senegal may apply. The position offers a starting salary of approximately 11,798,000 XOF annually, along with benefits such as annual leave, family allowance, medical insurance, and a pension plan. UNESCO emphasizes a commitment to diversity and encourages applications from under-represented groups.