Assistant.e Administratif.ve

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Position Title: Assistant.e Administratif.ve
Location: Dakar
Country: Senegal
Deadline Date: 12-DEC-2024

Job Details

Job Posting Organization:
The job is posted by the International Institute for Educational Planning (IIPE) of UNESCO, specifically its Dakar office. IIPE-UNESCO was established to enhance the capacity of UNESCO member states to plan and manage their educational systems effectively. The Dakar office is recognized for its in-depth analysis of the educational sector and assists African countries in developing credible educational system development plans aligned with the 2030 education agenda. IIPE-UNESCO Dakar is involved in producing diagnostic analyses, sector plans, and educational tools that contribute to more relevant and sustainable educational policies. The organization is also actively engaged in knowledge creation for the education sector in Africa, making it a pivotal player in educational planning and management across the continent.

Job Overview:
The position of Assistant.e Administratif.ve at IIPE-UNESCO Dakar involves providing comprehensive administrative support to the program teams. The role encompasses a variety of functions including secretarial duties, event organization, mission planning, and procurement of goods and services. The assistant will work under the general authority of the Head of the IIPE-UNESCO Dakar office and directly report to the Finance and Administration Officer. The assistant's responsibilities will vary based on the office's activities, requiring flexibility and adaptability. The role is crucial for ensuring smooth operations within the office, facilitating communication with partners, and supporting the implementation of educational programs and initiatives.

Duties and Responsibilities:

• Provide secretarial services including preparing for the reception of visitors, organizing meetings, taking notes, and drafting meeting minutes. Prepare correspondence and ensure translation of documents as needed. Maintain a directory of contacts and support communication with partners.
• Organize travel for program specialists, assisting with travel plans, bookings, visa arrangements, and liaising with relevant offices to ensure smooth mission execution.
• Organize events such as workshops and training sessions, managing logistics, participant arrangements, and documentation.
• Support procurement processes by preparing purchase orders and contracts, maintaining supplier relationships, and ensuring compliance with administrative requirements.
• Maintain financial integrity within the administrative unit by identifying discrepancies and ensuring accurate record-keeping.
• Document knowledge and institutional memory related to administrative tasks.

Required Qualifications:
Candidates must have completed secondary education, whether general, technical, or vocational. A minimum of 5 years of professional experience in administrative services or a related field is required, preferably within an international organization. Candidates should demonstrate excellent organizational skills, strong writing abilities, and the capacity to deliver high-quality work within deadlines. They must also be able to work collaboratively in a team environment and engage effectively with individuals from diverse cultural backgrounds. Proficiency in Microsoft Office and video conferencing tools is essential, along with strong communication skills.

Educational Background:
The educational requirement for this position includes completion of secondary education. A university degree or certification in business administration is desirable but not mandatory.

Experience:
The role requires at least 5 years of relevant professional experience in administrative services or a similar field, ideally within an international context. Experience in project administrative management is also considered an asset.

Languages:
Fluency in French or English is mandatory, with a good working knowledge of the other language being advantageous.

Additional Notes:
The position is classified as a non-staff contract with a duration of 7 to 11 months. It is open to external candidates who have the right to work in Senegal. The application deadline is set for midnight Paris time on December 12, 202

• UNESCO emphasizes its commitment to diversity and encourages applications from under-represented groups, including individuals from minority and indigenous backgrounds, as well as persons with disabilities. The organization maintains a zero-tolerance policy against harassment and promotes a smoke-free work environment.