Sc office Assistant

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Description

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Under the guidance of the Director of the office, the direct supervision of the Administrative Officer, and, where appropriate, the additional guidance of concerned programme specialists or senior assistants, the incumbent is expected to carry out the following tasks:

General support:

Carry out a range of general support tasks in the office, including, among others:

• Staff the reception desk and welcome visitors
• Prepare meeting rooms
• Carry out small purchases and errands
• Operate the telephone switchboard
• Prepare dispatches, including via diplomatic pouch
• Provide ad-hoc support to events held at or outside of the office
• Serve as liaison between the office and the building management

Administrative support:

Provide support to the Administration Sector as well as, when required, to Programme Sectors by carrying out a range of administrative tasks, including, among others:

• Respond to general email and phone inquiries.
• Create vendors profile in UNESCO´s  vendor´s management system.
• Follow up on contract creation and payments through the electronic system
• Support organization of meetings by booking venues, preparing documentation, manage list of attendants, etc.
• Prepare a wide range of administrative documents using available templates
• Data base management assistance
• Support in travel arrangements for office staff and outside experts when required, including through the electronic system

Required Qualifications:

Academic qualifications:

• Secondary education, technical and professional education.
• Number of years of relevant work experience
• Normally 2 year of previous relevant job experience.

Knowledge, skills, and competencies:

• Commitment to diversity and inclusion.
• Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Excellent communication skills.
• Strong sense of accountability and teamwork.
• Basic computer skills and working knowledge in MS office software.
• Experience in supporting administrative processes

Language requirement:

• Excellent knowledge of Spanish and English

Source: https://careers.unesco.org/job/Mexico-City-SC_Office-Assistant-(Non-Staff-Service-Contract)/811794802/

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