Administrative Assistant

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Position Title: Administrative Assistant
Location: Doha
Country: Qatar
Deadline Date: 30/11/2024

Job Details

Job Posting Organization:
The UNESCO Regional Office for the Gulf States and Yemen, established to support its Member States in various fields such as education, natural sciences, culture, communication, and social sciences, operates from Doha, Qatar. The office plays a crucial role in facilitating the implementation of UNESCO's activities in the region, providing logistical and operational support to ensure effective functioning. The organization is committed to promoting peace, sustainable development, and cultural diversity through education and knowledge sharing. It employs a diverse workforce and operates in multiple countries, focusing on enhancing educational opportunities and cultural exchange.

Job Overview:
The Administrative Assistant position is integral to the administrative unit of the UNESCO Regional Office for the Gulf States and Yemen. The incumbent will be responsible for providing comprehensive administrative support to ensure the smooth operation of the office. This role requires a proactive approach to managing various administrative tasks, including protocol matters, correspondence, and logistical support for meetings and travel. The Administrative Assistant will work closely with the Director and the Finance and Administrative Officer, contributing to the overall efficiency of the office's operations. The position demands a high level of organization, attention to detail, and the ability to work effectively in a multicultural environment. The successful candidate will be expected to handle sensitive information with integrity and confidentiality while maintaining a professional demeanor in all interactions.

Duties and Responsibilities:
The Administrative Assistant will perform a variety of duties, including but not limited to: providing day-to-day support for protocol and administrative matters; drafting routine correspondence in both Arabic and English; assisting staff with visa and identity card processing; maintaining updated files and records; managing office establishment cards and vehicle registrations; facilitating customs clearance for shipments; providing logistical support for meetings and conferences; assisting in procurement planning and monitoring requisitions; ensuring regular maintenance and utility services for the office; and carrying out any additional tasks necessary for the success of the team. The role requires a proactive approach to problem-solving and the ability to work under pressure while maintaining high standards of service.

Required Qualifications:
Candidates must possess a university degree (Bachelor or equivalent) in Business Administration, Management, or a related field. A minimum of four years of relevant professional experience in administrative and protocol-related duties is required, with at least one year of experience in Qatar. The ideal candidate will demonstrate integrity, confidentiality, and reliability, along with strong analytical and interpersonal skills. Proficiency in MS Office applications is essential, and the ability to work effectively in a diverse, multicultural setting is crucial for success in this role.

Educational Background:
A university degree (Bachelor or equivalent) in Business Administration, Management, or a related field is mandatory for this position. This educational background provides the foundational knowledge necessary for understanding administrative processes and protocols within an international organization like UNESCO.

Experience:
The position requires a minimum of four years of relevant professional experience in administrative and protocol-related duties. At least one year of this experience must be in Qatar, allowing the candidate to become familiar with local regulations and practices. This level of experience ensures that the candidate can effectively navigate the complexities of administrative support in a multicultural and international context.

Languages:
Excellent knowledge of English and Arabic, both spoken and written, is mandatory for this position. Proficiency in these languages is essential for effective communication within the office and with external stakeholders. Additional language skills may be considered an asset but are not required.

Additional Notes:
The contract for this position is non-staff and has a standard duration of one year. The role is open to external candidates, and the application deadline is set for 30th November 202

• The position is classified at Level 3, indicating a mid-level role within the organization. UNESCO offers competitive salaries paid in Qatari Riyals, with an annual remuneration of QAR 230,25
• Benefits include 30 days of annual leave, contributions to a pension scheme, and health insurance upon proof of inscription. The organization emphasizes diversity and encourages applications from candidates of various backgrounds, including those from under-represented Member States, minority groups, and individuals with disabilities.