Administrative Support

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. With a global presence, UNESCO operates in over 190 countries and has a workforce of approximately 2,000 employees. The organization focuses on fostering educational opportunities, promoting cultural diversity, and advancing scientific research to enhance the quality of life for people around the world.

Job Overview:
The position of Administrative Support is crucial for the effective functioning of the UNESCO office in Windhoek. The incumbent will work under the direct supervision of the Head of Office and will be responsible for a variety of administrative and office support tasks. This role is designed to ensure the smooth operation of the office and facilitate the management of information. The incumbent will manage appointments, handle correspondence, and maintain records, all while ensuring that the office runs efficiently. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously. The successful candidate will be expected to contribute to the overall effectiveness of the office by providing high-quality administrative support, which includes preparing documents, managing logistics for meetings, and maintaining accurate records.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include, but are not limited to: arranging appointments for the Head of Office, receiving visitors, screening telephone calls, and responding to routine information requests. The incumbent will review, record, distribute, and process incoming mail, ensuring timely follow-up on actions. They will draft responses to standard correspondence and utilize word processing software to create complex documents and reports. The role also involves proofreading documents for accuracy and adherence to established standards. The incumbent will compile and organize information for reports, create spreadsheets and presentations, and prepare visual aids. Additionally, the position requires providing logistical support for meetings, including preparing invitations, compiling working documents, and taking notes during meetings. The Administrative Support will also manage travel arrangements and prepare travel authorizations and claims. General administrative tasks such as recording leave and attendance, managing information systems, and budget follow-up will also be part of the role.

Required Qualifications:
Candidates must possess a completed secondary education, technical diploma, or vocational school certification. A minimum of three years of relevant work experience in administrative or secretarial support is required. The ideal candidate will have experience in agenda management, logistics, and the preparation of reports and briefs. Strong analytical and problem-solving skills, along with a commitment to integrity and confidentiality, are essential. Excellent interpersonal and communication skills are also required, as well as proficiency in MS Office applications and database management.

Educational Background:
The educational background required for this position includes a completed secondary education, technical diploma, or vocational school certification. This foundational education is essential for performing the administrative tasks required in this role effectively.

Experience:
The position requires at least three years of relevant work experience in administrative support or closely related fields. Candidates should have experience in managing agendas, logistics, and preparing reports and correspondence. Familiarity with file management and organizational skills is also necessary for success in this role.

Languages:
The mandatory language requirement for this position is excellent knowledge of English, both spoken and written. Candidates who possess knowledge of French or another official language of UNESCO (such as Arabic, Chinese, Russian, or Spanish) will be considered favorably, as these skills are desirable but not mandatory.

Additional Notes:
This position is a fixed-term contract for a duration of two years, with the possibility of renewal. It is open to both internal and external candidates, but only those with working rights in Namibia may apply. The role is full-time, and candidates should be aware that UNESCO emphasizes diversity and encourages applications from under-represented groups. The starting annual salary for this position is approximately NAD 307,533, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. UNESCO maintains a zero-tolerance policy against harassment and is committed to achieving gender parity and geographical diversity among its staff.