Administrative Assistant - Reception (Only candidates entitled to work in France can apply)

Organizational Setting 

As the only specialized organization with the mandate to support educational policy, planning and management, the UNESCO International Institute for Educational Planning (IIEP) plays a unique role within the United Nations system.  IIEP was established in 1963 as an integral part of UNESCO. It supports ministries of education around the world and other key actors to plan and manage education systems through its programmes of training, technical assistance, policy research and knowledge sharing. IIEP also includes the IIEP Pole de Dakar and Buenos Aires Offices.

This position is located in IIEP’s Administration Unit.

Overview of the functions of the post

Under the overall authority of the Director of IIEP, the Administrative Officer (AO) and the direct supervision of the Human Resources Officer and within the framework of the Institute’s Medium-Term Strategy, the Administrative Assistant (Reception) performs a whole range of client service activities to meet the needs of external and internal clients.  The incumbent is the first point of contact with IIEP and therefore projects a dignified, professional and welcoming demeanour to preserve and maintain the Institute’s good name and image.

More particularly, the incumbent will:

1. Provides professional client services by receiving visitors and guests to IIEP with utmost courtesy and consideration , answering their inquires and/or directing them to the right Office/Unit. 

2. Manages the Institute Switchboard by receiving incoming and making outgoing calls, carefully  listens to inquiries, provides full first level responses and/or directs them to the appropriate recipients.

3. Receives and assists Advanced Training Programme (ATP) participants and others attending social and business events taking place on IIEP premises.

4. Maintains an accurate and up- to-date log of visitors, users of the Cafeteria, all incoming and outgoing calls and provides management reports on demand.

5. Receives and processes packages and mail and when necessary, seeks guidance from the Building Assistants before delivery to recipients. 

6. Maintains the Front Office area and inventory in a clean and professional condition to preserve the image of the Institute and makes recommendations for improvements when necessary. 

7. Liaises closely with the Building Maintenance Assistants and strictly applies the Institute’s security guidelines and procedures. 

8. Maintains strict confidentiality with respect internal and external client information.

9. Performs any other duties as may be assigned by the Institute. 

COMPETENCIES (Core) 

Communication (C)

Innovation (C)

Knowledge sharing and continuous improvement (C)

Planning and organizing (C)

Results focus (C)

Teamwork (C)

Required Qualifications

Education

• Secondary, Technical or Vocational school Diploma. 

Work experience

• Minimum three (3) years’ experience working in a reception area or similar environment, preferably in a medium to large scale international working environment.

Skills and competencies

• Excellent verbal and written communication skills.

• Professional, diplomatic, cheerful, positive and collaborative attitude.

• Demonstrable customer care skills.

• Excellent organizational skills and attention to detail.

• Excellent time management and prioritization skills. 

• Demonstrable ability to handle tasks with accuracy and professionalism.

• Able to exercise sound judgment and work both independently and as part of a team.

• Identifies and recommend new processes and procedures in response to changing needs.

• Proficiency with Front Office communication technologies and MS Office Suite. 

Languages

• Excellent knowledge of English and French.

Desirable Qualifications

Education

• Qualification in Customer Care.

Languages 

• Good knowledge of Spanish.

Assessment 

A written assessment exercise followed by a competency-based interview may be used to evaluate qualified candidates.

Benefits and entitlements 

UNESCO’s salaries are paid in Euros at Headquarters and are exempt from tax. Other benefits include: 30 days annual leave, family allowance, medical insurance and pension plan.   

Please note that UNESCO is a no-smoking Organization.

UNESCO is committed to promoting gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply. Persons with disabilities equally are encouraged to apply.

UNESCO applies a zero tolerance policy against all forms of harassment.

                         UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS