Office Assistant

2 October 2017

Post title: Office Assistant

Organizational unit: UNESCO Institute for Information Technologies in Education

Duty station: Moscow, Russia

Closing date: 31 October 2017

 

Purpose of post

To provide office support to the UNESCO Institute for Information Technologies in Education (UNESCO IITE) in daily management of Director’s office duties.

Main responsibilities

As part of the Director’s office, the incumbent performs a variety of secretarial, coordinating, monitoring and administrative services. Under the overall authority of the Director of the UNESCO IITE and the direct supervision of the Assistant to the Director and Head of the Director’s office, the incumbent shall carry out the following tasks:

  • Drafts correspondence and documents based on written/verbal prompts from his/her supervisors, composes and finalizes correspondence of general administrative nature; drafts letters, requests, presentations and other documents; provides translation from Russian to English and vice versa if required;
  • Scans, records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and brings them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate;
  • Assists with the Institute's flow of documentation: maintains the Institute's filing system of technical documents and correspondence, retrieves information from relevant databases and updates as required. Responds to and acts on telephone enquiries;
  • Assists in the preparation of internal meetings, provides administrative and secretarial support during the meetings;
  • Assists in the organization of external meetings and other events of IITE (trainings, seminars, conferences, etc.), including general administrative preparations, organization of practical local arrangements and advance preparation of documents/equipment; arranges hospitality as appropriate;
  • Coordinates and monitors activities related to the technical support of the IITE premises.
  • Coordinates appointments for supervisor and organizes programmes for visitors.
  • Supports Director's duty travel and/or attendance at meetings by preparing full background/briefing files and, where necessary.
  • Undertakes any other related tasks or assignments requested by the Director of the UNESCO IITE or immediate supervisors.

Requirements 

  • A degree in higher education;
  • Previous relevant experience (as an officer manager, secretary or in a similar position);
  • Proficiency in MS Office software packages (MS Excel, Word, Power Point and Outlook, in particular);
  • Hands on experience with office machines (e.g. fax machines and printers).
  • Proven competency to:
    • Work in a team in a multicultural environment;
    • Communicate effectively and persuasively, orally and in writing;
    • Good interpersonal and organizational skills;
    • Ability to manage priorities in order to meet tight deadlines;
    • Knowledge of the functioning of international organizations and /or the UN system would be an asset.

Languages

  • Fluency (oral and written) in English and Russian is required;
  • Knowledge of French would be an asset.

Conditions of employment

  • Labor legislation and employment regulations of the Russian Federation are applied to this post. Monthly salary of 45 500 RUB is subject to income tax. Additional bonus scheme is available based on performance. Probationary period is two months.
  • UNESCO is a non-smoking Organization.

How to apply

Please submit to the UNESCO IITE by e-mail: applicationsmoscow@unesco.org:

i) a full CV, including three professional references, using the UNESCO form available at https://en.unesco.org/careers/media/3705

ii) a letter of motivation

All above documents must be submitted in English before closing date. Applications received after closing date will not be considered

Kindly use as email subject header - “Office Assistant”.

Only successful candidates under serious consideration will be contacted for further review and evaluation.

A written examination may be used in the evaluation of candidates.

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