Office Assistant

Job Advertisement

Position Title: Office Assistant
Location: Harare
Country: Zimbabwe
Deadline Date: 28 Feb 2025

Job Details

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission 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 aims to build peace in the minds of men and women through education, science, culture, communication, and information.

Job Overview:
The Office Assistant position is crucial for supporting the administrative unit and ensuring the smooth delivery of projects and programs within the organization. The incumbent will work under the overall authority of the Director/Head of the Regional Office and the direct supervision of the Senior Operations Officer. This role involves a variety of office assistant activities, including asset management, stock management, and office records management. The Office Assistant will be expected to maintain accurate records, manage inventory, and ensure compliance with UNESCO's rules and regulations. The position requires a proactive approach to problem-solving and the ability to work collaboratively with other team members to achieve organizational goals.

Duties and Responsibilities:
The Office Assistant will be responsible for several key duties, including:

• Conducting physical inventory and managing asset disposal procedures in accordance with UNESCO's Asset Management Rules and Regulations.
• Maintaining the accuracy of the organization's inventory system by updating records and promptly reporting discrepancies.
• Supporting the procurement process by ensuring proper labeling of assets.
• Managing consumable and project/program donation stock by recording new items, maintaining a stock register, and generating analysis reports.
• Overseeing office records management by maintaining both physical and electronic filing systems, facilitating document disposal in compliance with archiving rules, and ensuring accessibility of files.
• Collaborating with team members to ensure effective communication and coordination of office activities.

Required Qualifications:
Candidates must possess a High School diploma or equivalent. Additionally, a technical certificate in asset and/or stock management, document archiving, or general office management is required. Candidates should have a minimum of three years of progressively responsible experience in relevant fields, demonstrating a solid understanding of asset management and inventory procedures. Proficiency in web-based enterprise information management systems and office applications, particularly the Microsoft Office Suite, is essential.

Educational Background:
The educational background required for this position includes a High School diploma or equivalent. Candidates with additional technical certifications in areas such as asset management, document archiving, or office management will be preferred, as these qualifications enhance the candidate's ability to perform the duties effectively.

Experience:
The position requires a minimum of three years of relevant experience in asset/stock management, document archiving, and general office support. Candidates should demonstrate progressively responsible experience that showcases their ability to manage office operations efficiently and effectively. Experience in using inventory management software is also desirable, as it indicates familiarity with tools that can streamline office processes.

Languages:
A good knowledge of English, both written and spoken, is mandatory for this position. This proficiency is essential for effective communication within the organization and with external stakeholders. While not mandatory, knowledge of additional languages may be considered an asset, enhancing the candidate's ability to engage with diverse populations and contribute to UNESCO's mission of promoting international collaboration.

Additional Notes:
The position is classified as a non-staff role with a standard duration of assignment of up to one month. The recruitment is open to both internal and external candidates, allowing for a diverse pool of applicants. The application process requires candidates to submit an online application through the UNESCO careers website, ensuring that all information provided is complete and accurate. Candidates should be aware that the evaluation process may include tests and assessments, as well as competency-based interviews. UNESCO emphasizes the importance of diversity and encourages applications from individuals belonging to under-represented groups, including minority and indigenous populations, as well as persons with disabilities. The organization maintains a zero-tolerance policy against harassment and is committed to achieving gender parity and equitable geographical distribution among its staff.