Office Assistant || UNESCO

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Director/Head of the Regional Office and the direct supervision of the Senior Operations Officer, the incumbent provides a range of office assistant activities to support the administrative unit and project/programme delivery.

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

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.

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.

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.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

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.

TO APPLY
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