OPERATIONS MANAGEMENT ASSISTANT

• Provide support to the administration of the Travel Management Company, the Business Travel Account and the shipping services company. Audit Service Levels and discuss deviations with the contractors. Provide advice to staff and travel assistants with respect to the application of the travel and transportation policy of UNESCO. Keep abreast with development and trends in travel processes, procedures and systems, and make proposals aimed at enhancing working methods and operational procedures and processes.

• Plan, organize and conduct the annual physical verification exercise of property, plant and equipment in Paris, as well as insurance risk management for the same. Prepare the physical verification reports for management or auditors as required.  Ensure maintenance of equipment and asset records for proper control, data accuracy and monitoring the movement of assets. Assist with preparation of Property Survey Board cases and with implementation of its decisions.

• Arrange for insurance cover for property, plant and equipment at Headquarters, manage the insurance contracts, draft official correspondence and issue appropriate instructions to brokers. Scrutinize invoices from insurers for completeness and accuracy for onward payment processing. Process insurance claims and follow up with broker for prompt settlement.

• Participate in the design and implementation of amended and new information systems, such as working closely with users in identifying, summarizing and consolidating requirements and participating in tests. Contribute to the preparation of guidelines for users and update/maintain guidance material based in FAQs.  

• Research, compile, analyze, summarize and present data as required for the preparation of the Bureau for Management of Support Services (MSS) strategic framework, biennium budget and inputs for results-based budgeting.  Coordinate MSS budget submissions to ensure that these are complete and ready for approval of the Director. Assist with the review and analysis of expenditures and collaborate with MSS managers on budget performance reporting. Assist with the review of unliquidated obligations.

• Completed secondary, technical or vocational school.

• Specialized training or courses  in one or more of the following disciplines\: travel, logistics, insurance, finance, business administration or other related areas.

Work Experience

• Minimum of 8 years of relevant work experience in administration and/or finance.

Skills and competencies

• Very good  analytical and organizational skills, with ability to identify issues and provide options.

• Ability to work independently and to establish priorities and to monitor own work plans.

• Ability to interpret provisions and guidance on routine and non-routine issues contracts management, travel management, finance and budget.

• Ability to take initiative and to seek process and system improvements.

• Flexibility to adjust work schedules and priorities and capacity to work efficiently under pressure and to provide quality and timely support and services.

• Excellent interpersonal skills; Service oriented with ability to deal effectively with stakeholders at different levels within and outside the Organization.

• Excellent drafting skills in English and/or French.

• Ability to use tact and diplomacy.

• Good IT skills. Knowledge of ERP and administrative management tools.

Languages

• Excellent knowledge of  English or French and good working knowledge of the other language.