Office Assistant / Receptionist (ADM)

Organizational Context

UNESCO is a specialized agency of the United Nations focused on promoting peace through international cooperation in education, sciences, culture, communication, and information. The Sector for Administration and Management (ADM) plays a crucial role in ensuring the efficient and effective functioning of the organization's operations, providing essential support services to all departments and staff.

Job Purpose

The Office Assistant/Receptionist provides comprehensive administrative and office support services to facilitate the smooth functioning of the unit. This role is critical for the timely accomplishment of administrative transactions and activities by leveraging knowledge of office systems and procedures. The incumbent will manage incoming communications, maintain calendars, process correspondence, and ensure accurate record-keeping. Responsibilities include handling inquiries, preparing documents, managing mail, and supporting the creation of purchase orders and vendor processes. This position requires a proactive individual who can manage multiple tasks efficiently and contribute to the overall success of the work team.

Responsibilities

Receive and screen phone calls and visitors, responding to routine inquiries and information requests, or directing them to the appropriate personnel. Maintain calendars of appointments and schedules for meetings, monitoring changes and communicating relevant information to staff. Collect, sort, record, and disseminate correspondence, reports, and other materials. Utilize standard word processing software to produce correspondence, reports, tables, charts, and graphs according to UNESCO standards. Review, record, route, and process mail and other documents, retrieving and structuring background material and tracking follow-up actions. Maintain and update filing systems, both paper and electronic, and databases for the work unit. Update large distribution lists and assemble documents for global dissemination, coordinating courier services. Perform basic data entry and extraction, checking accuracy of calculations and data, and initiating transactions in automated systems. Create requisitions for purchase orders and contracts from standard templates for low-value items. Support the vendor creation process by liaising with internal and external stakeholders as necessary. Undertake any additional activities required for the success of the work team.

Work Experience

A minimum of three years of experience in general administrative support tasks is required. Experience with computerized telephone systems, customer relations, and working in a multicultural environment is necessary. Experience in secretariat and administration within an international environment or international organizations is desirable.

Skills

Ability to interact effectively with the public, demonstrating warmth and friendliness with clear speaking skills. Discretion, confidentiality, courtesy, and the capacity to deal efficiently and tactfully with people from diverse cultural backgrounds. Cooperative behavior, patience, and the ability to contribute to team-building and provide quality, timely support. Good interpersonal communication skills, including drafting correspondence, accurate typing, and attention to detail. Strong organizational skills with flexibility to adjust work schedules and priorities. Proactiveness and the ability to work under pressure. Proficiency in MS Office suite (Outlook, Word, Excel, PowerPoint). General knowledge of UNESCO's programs and protocols, and familiarity with content management systems/ERPs are desirable.

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