Office Assistant - UNESCO

Duties and Responsibilities

Under the general supervision of the Senior Operations Officer, the Office Assistant will be responsible for the following duties.

Long Description:
Asset Management:
-Conduct physical inventory and proper asset disposal procedures, prepare reports, and support successful business operations in compliance with the UNESCO Asset Management Rules and Regulations and physical inventory guidelines.
-Maintain the accuracy of the organization's inventory system by updating records of physical inventory and receipts, promptly identifying and reporting any discrepancies.
-Ensure proper labeling of current and newly acquired assets upon purchase through the procurement process.
-Support asset disposal procedures in accordance with established guidelines.

Long Description;
-Centralized Consumable and Project/Programme’s Donation Stock Management
-Add and record new consumable and project donation stock items from programmes, projects and administration in specified secure storage space.
-Maintain a register of the current stock.
-Record stock items that move out of the storage space.
-Maintain a clear record of items issued out between specific period of time and personnel/staff who received the issued items.
-Search stock and generate analysis report of the received stock and items issued on a monthly basis or as requested.
-Extract data of usage per personnel/staff and unit that received specific items and report on any irregularities.

Long Description:
-Office records management
-Oversee the maintenance, organization, and retrieval of office files to ensure proper record-keeping.
-Maintain both physical and electronic filing systems for all supporting documentation.
-Facilitate the disposal of documents that have exceeded their retention period, in compliance with UNESCO’s archiving rules.
-Maintain a systematic online registry of files to ensure accessibility and proper record-keeping.

Qualifications and Experience

Education:
-High School diploma or equivalent.
-Additional technical certificate in asset and/or stock management, document archiving, and general office management is required.

Work Experience
-Minimum of three (3) years of relevant progressively responsible experience in asset/stock management, document archiving, and general office support or related areas.
-Good knowledge of web-based enterprise information management system and office applications (e.g., Microsoft Office Suite).
-Understanding of asset management and inventory procedures

Language
-Good knowledge (written and spoken) of English.

DESIRABLE QUALIFICATIONS
-Experience in using an inventory management software.
-Strong organizational and multitasking skills.
-Excellent attention to detail and problem-solving abilities.
-Effective communication and interpersonal skills.
-Ability to work collaboratively in a team environment.

How to Apply

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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