Operations Assistant

Organizational Context

The UNESCO Institute for Statistics (UIS), established in 1999, is the statistical arm of UNESCO, serving 193 Member States and 12 Associate Members. The UIS produces cross-nationally comparable data for global development agendas in education, science, technology, innovation, culture, and communication. Its 2022-2029 strategy focuses on standards, data production, and outreach to ensure evidence-based policymaking. The Administration Unit supports the UIS mandate through essential operational services.

Job Purpose

The Operations Assistant provides crucial day-to-day operational and reception support to the UNESCO Institute for Statistics (UIS) in Montreal. Under the direct supervision of the Associate Finance and Administrative Officer, this role ensures the efficient delivery of administrative services in compliance with UNESCO rules and regulations. The incumbent's contributions are vital in enabling UIS programme teams to concentrate on their core functions, including data production, technical assistance to Member States, and partnership delivery. This position is key to maintaining the smooth functioning of the Institute's administrative operations.

Responsibilities

The Operations Assistant is responsible for providing comprehensive front desk support, managing shared mailboxes, and serving as the focal point for contract creation in DUO. This role involves assisting programme teams with procurement documentation, tracking contracts, and developing a contract-tracking methodology. Responsibilities include processing vendor registrations, providing backup for office security and system maintenance, and coordinating building management services. The incumbent will also manage stockroom inventory, draft routine correspondence, maintain confidential files, and perform other related duties. Reception duties include welcoming visitors, managing calls, maintaining the reception area, sorting mail, and handling information discreetly. Logistics support encompasses assisting with procurement actions, arranging shipments, managing mail services, and maintaining accurate asset and inventory records, including annual verification and disposal processes.

Work Experience

A minimum of five years of relevant professional experience in general administration, finance, procurement, or human resources within a large organization is required. Experience in an international organization, with knowledge of its rules and procedures, is highly desirable. Experience in the public sector, particularly in procurement, contract administration, vendor management, or front office operations, is a strong asset.

Skills

Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, SharePoint, Teams) is essential. Strong organizational skills, accuracy, and attention to detail are required. The ability to manage multiple priorities, meet deadlines, and handle confidential information with discretion is crucial. Excellent interpersonal skills, client orientation, and effective communication are necessary for working in a diverse, international environment.

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