Administrative Assistant CDD
UNESCO
WebsiteUNESCO recrute un Assistant Administratif.
IIEP-UNESCO Dakar is the International Institute for Educational Planning’s (IIEP) Africa-based office located in Dakar, Senegal. IIEP is a UNESCO specialized institute with a mandate to strengthen Member States’ capacity to plan and manage their education systems. The IIEP-UNESCO Dakar, is renowned for its cutting edge educational sector analyses and supports African countries in developing realistic and credible education system development plans in support of the Education 2030 agenda, an essential part of the 2030 Agenda for Sustainable Development. Through a well-crafted and targeted capacity development approach, IIEP-UNESCO Dakar contributes to the creation of diagnostic analyses, sector plans and pedagogical tools. In concert, these contribute to more relevant and sustainable educational policies across Africa. IIEP-UNESCO Dakar is also actively involved in knowledge creation for the education sector in Africa. For more information about its activities, please follow this link IIEP Dakar.
OVERVIEW OF THE FUNCTIONS OF THE POST
1. Provide secretarial services for the Head of Office & Deputy:
- Organize various meetings, notes taking and follow up on actions to be taken.
- Assist in maintaining the list of names and contacts of Ministers of Education and all partners (through CRM).
- Help maintain office filing system and proposes improvements to the flow of internal correspondence such as TOR and BTORs in support of institutional knowledge management
- Translate, when necessary, various texts (correspondence, mails, brief documents, PowerPoint Presentations) into English or French.
- Draft and edit texts and presentations written in English or French.
- Liaise with UNESCO Offices, National Commissions, Permanent Delegations, UN Agencies and Partners for official communications.
2. Assist in organizing workshops, training sessions and meetings:
- Prepare documents and technical supports such as information notes, program, invitations, documentary supports, management of aspects related to hotels, service provider contracts.
- Support for participants: reservation of funds, purchase of airline tickets and ensure various payments are made in a timely manner.
3. Organize and prepare Head of Office & Communication team missions in direct connection with the administration:
- Liaise with UNESCO Offices, National Commissions, Permanent Delegations, UN Agencies.
- Make Travel arrangements and prepare the relevant documentation for missions.
- Liaise with Protocol Services at UNESCO for various requests including UNDSS security clearances
4. Examine, prepare, monitor purchases and contracts directly in relation with the administration team for the Head of Office and Communication Team:
- Prepare contracts with external parties in the system and other administrative tasks related to Contract Management.
- Conduct proper follow-up on these contracts, including direct communication with consultants.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
- Completion of secondary, technical or vocational school education with qualifications in office management or related fields.
Work Experience
- Minimum of five (5) years of relevant work experience preferably in an administrative support capacity.
Skills and Competencies
- Good organizational, writing, coordination and communications skillsGood computer skills (Outlook, Word, Excel, Power Point, etc.)
- Ability to work as part of a team and to take initiative to provide quality and timely support and services.
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
- Flexibility to adjust work schedules and priorities.
Languages
- Excellent knowledge of French and good knowledge of English.
BENEFITS AND ENTITLEMENTS
SELECTION AND RECRUITMENT PROCESS
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