Administrative Assistant

Organizational Context

The UNESCO Regional Office for the Gulf States and Yemen, in collaboration with the Ministry of Education in Yemen and key partners, supports education sector governance, coordination, monitoring, and evidence-based planning in Yemen. UNESCO chairs the Development Partners Group and coordinates the Local Education Group, fostering dialogue and engagement among stakeholders. Within the Yemen System Capacity Grant, UNESCO aids in strengthening sector coordination, institutionalizing monitoring systems, and enhancing evidence-based planning and accountability.

Job Purpose

UNESCO seeks an Administrative Assistant to provide essential administrative and financial support services to the project team, contributing to the successful implementation of activities and projects. This role involves ensuring compliance with UNESCO's rules, regulations, practices, standards, and procedures. The incumbent will facilitate project execution through diligent administrative tasks, including financial follow-up, document management, and maintaining proper filing systems. The position is crucial for supporting budget monitoring, financial tracking, and the procurement of goods and services, ensuring efficient resource utilization and adherence to quality standards. The role also supports the planning and organization of missions, workshops, and meetings, ensuring smooth logistical operations and effective information flow.

Responsibilities

Perform a range of administrative tasks to facilitate project implementation, including financial follow-up, document management, and maintaining proper filing and archiving in line with UNESCO procedures. Assist in budget monitoring and financial tracking, preparing budget tables, tracking expenditures, and extracting data from internal systems. Support timely follow-up and liquidation of commitments and obligations, and assist in preparing standard reports. Provide assistance for planning and hiring human resources, and procurement of goods and services, including preparing Terms of Reference, solicitation documents, drafting contracts, and liaising with administrative units. Ensure project implementation aligns with UNESCO's rules for value for money, cost optimization, and program quality. Support the planning and organization of missions, workshops, and meetings, including travel arrangements, logistics, and follow-up on documentation. Maintain project asset records and inventory. Draft correspondences, emails, and notes to support coordination and information flow. Assist in the timely preparation of administrative and financial reporting. Perform any other assigned responsibilities.

Work Experience

A minimum of four years of relevant professional work experience in administration or finance. Experience in finance and administration at the regional or international level is an advantage.

Skills

Integrity, reliability, and commitment. Excellent coordination and organizational skills. Good analytical and problem-solving abilities. Knowledge of results-based and budget management tools. Excellent interpersonal and communication skills, with the ability to draft clearly and concisely. Ability to work effectively in a team within a multicultural environment. Ability to build and maintain partnerships. Capacity to work under pressure, manage heavy workloads, and meet tight deadlines.

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