Program Administrative Assistant – UNESCO jobs in Senegal
- Location: Dakar, Senegal
- Vacancy No: N/A
- Salary: N/A
- Organization: UNESCO
- Gender: Both
- Deadline: 2024-03-01
OVERVIEW OF THE FUNCTIONS OF THE POST
IIEP-UNESCO Dakar is the Africa Office of the UNESCO International Institute for Educational Planning (IIEP-UNESCO). IIEP-UNESCO is a specialized institute whose mandate is to strengthen the capacity of UNESCO Member States to plan and manage their education systems. IIEP-UNESCO Dakar is renowned for its education sector analyzes and helps African countries develop credible plans for the development of education systems within the framework of the 2030 education agenda. Through a capacity building approach, IIEP-UNESCO Dakar contributes to the production of diagnostic analyses, sector plans and educational tools that contribute to more relevant and sustainable educational policies. IIEP-UNESCO Dakar is also actively involved in knowledge creation for the education sector in Africa. You will find more information on its activities by clicking on the following link IIEP-UNESCO Dakar .
Under the general authority of the Head of the IIEP-UNESCO Dakar Office and under the direct supervision of the Finance and Administration Officer, the administrative assistant will mainly support the IIEP Technical Cooperation teams -UNESCO Dakar. The administrative assistant may also be required to provide support to other teams, when this proves necessary to ensure the smooth running of the activities of the IIEP-UNESCO Dakar team.
DUTIES AND RESPONSIBILITIES
The candidate must:
1. Provide secretarial services for the Technical Cooperation team
- Organize and participate in meetings, take notes and write meeting minutes.
- Write and prepare routine correspondence, memos and non-substantive reports (French and English).
- If necessary, ensure the translation of various texts (correspondence, letters, brief documents, PowerPoint presentations) into English or French.
- Maintain a directory of names and contacts of all partners.
- Support communication with partners, workshop participants, etc.
- Organize the filing system and keep it updated regularly.
2. Organize mission trips for the Technical Cooperation teams in conjunction with the administration:
- Assist travelers in all necessary procedures related to their travels. This includes, but is not limited to: Establishing travel plans, booking plane tickets, visas, Security Clearance, hotels, transfers, calculating DSA, supporting communication with the travel agency, etc.
- Informs and cooperates with UNESCO offices, national commissions, permanent delegations, United Nations agencies for the smooth running of missions.
- Follow up on the submission of mission reports and mission claims from team members.
Long Description
3. Organize events (workshops, training groups, meetings, etc.)
- Support the preparation of documents and technical supports such as information notes, programs, invitations, documentary materials, management of aspects related to hotels, service provider contracts.
- Ensure support for participants: reservation of funds, purchase of plane tickets, support in obtaining visas, identification and reservation of accommodation, shuttle from/to the airport, payment of per diems , etc.
- In case of online event, manage sessions by creating the invitation link, add interpreters to the meeting, attend sessions by recording, taking polls, sharing documents, etc.
- Establish contracts, support the organization of logistics as well as the running of the event.
4. Provide support for purchasing goods and services:
- Ensure the preparation of purchase orders and contracts, monitor the status of requests and maintain contact with suppliers.
- Support the preparation of files for establishing contracts for consultants, interpreters, translators, companies by ensuring the requirements and completeness of supporting documents.
- Provide logistical support to consultants where applicable.
Long Description
5 Maintain the financial integrity of the Administrative Unit and the office.
- Monitor the execution of team contracts and notify relevant staff members of upcoming deadlines.
- Process payment requests and monitor the rapid implementation of payments.
6. Provide support to other teams, when necessary to ensure the smooth running of the activities of the IIEP-UNESCO Dakar team.
Shorts Description
In the section below, please ensure you include the relevant core (C) competencies
SKILLS (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Secondary, general, technical or professional studies completed.
Work Experience
- A minimum of 5 years of experience in administrative services or an equivalent field, preferably within an international organization.
Skills & Competencies
- Excellent organizational skills and strong desire to achieve results.
- Ability to ensure completion of high quality work in a timely manner.
- Ability to work in a team, in a spirit of collegiality and mutual support.
- Ability to work with people from different cultural backgrounds.
- Flexibility and adaptability, as workload may fluctuate.
- Excellent knowledge of Microsoft Office suite and video conferencing systems, such as Zoom and Microsoft Teams with an aptitude for learning new software and systems
- Excellent communication skills.
Languages
- Excellent command of French or English and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Education
- University degree or certification in business administration is desired.
Work Experience
- Experience within a United Nations agency is an asset.
- Experience in administrative project management is an asset.
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 10,109,000 CFA francs.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits .
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ( last update here ) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
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