OFFICE ASSISTANT

The Office Assistant will provide services to the Staff Benefits and Entitlements Unit (HRM/BNF) and the Office of the Director of the Bureau of Human Resources Management (DIR/HRM). He/she will responsible for archiving files and classified documents, he/she will also be responsible for mail registration and also will respond to general enquiries, process standard transactions, maintain record, contribute to the preparation of statistics in an electronic system, and draft routine correspondence for Chief HRM/BNF.

A substantial portion (at least 50%) of time is spent performing administrative clerical activities contributing to services activities at its different stages, follow-up of correspondence, conducting Internet/Intranet searches, distribution of correspondence under the supervision of the Executive Assistant to the Director HRM. These activities require knowledge of UNESCO formal procedures and standard information technology knowledge.

In particular, the incumbent will\: 

• Use standard word processing packages to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with UNESCO standards. 
• Review, record, route and/or process mail or other documents; retrieve, gather and structure pertinent background material from various sources; track and monitor follow-up action as required. 
• Maintain and update filing systems (both paper and electronic) and databases for work unit. 
• Update and maintain large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinate courier services.  
• Assist in organizing meetings and events by arranging meeting facilities; make travel rrangements.  
• Draft certificate and correspondence for Chief HRM/BNF.  
• Read and classify documents on staff personnel file under a classification system established. Update the administrative file of staff member. Archive the files. Prepare file for the Archives. Use electronic system for the follow-up of files. Provide documents/files and/or information requested using the electronic system.  Maintain indexes of filing system. Examine the contents of files and electronic files and carry out the cleaning and/or archiving. Use the electronic system concerning the request for file of staff members; as well as follow up of the file.

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• A minimum of two (2) years of work experience in administrative and/or secretarial tasks.
• Experience in administrative support at national and/or international levels.

Skills/Competencies

• Excellent coordination skills.  
• Excellent drafting skills in English and/or French.  
• Discretion, initiative and service oriented to provide quality and timely support and services.  
• Good interpersonal skills, including ability to draft correspondence and correct documents.  
• Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.).

Languages

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