Office Assistant
JOB DETAIL
OVERVIEW
Parent Sector : Field Office
Duty Station: San Jose
Classification of duty station: [[filter12]]
Standard Duration of Assignement : [[filter13]]
Job Family: Administration
Type of contract : Non Staff
Level : Level 1
Duration of contract : From 1 to 6 months
Recruitment open to : External candidates
Application Deadline (Midnight Paris Time) : 28-JUL-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalis
Only candidates who are entitled to work in Costa Rica can apply to this position.
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of Director/Head of Office and the direct supervision of the Administrative Officer, the incumbent provides administrative and general support to the office.
MAIN TASKS AND SERVICES
The Office Assistant will carry out range of general support tasks in the office, including, among others
- Staff the reception desk and welcome visitors
- Prepare meeting rooms
- Carry out small purchases and errands
- Operate the telephone switchboard
- Prepare dispatches, including via diplomatic pouch
- Provide ad-hoc support to events held at or outside of the office
- Serve as liaison between the office and the building management
- Respond to general email and phone inquiries.
- Create vendors profile in UNESCO´s vendor´s management system.
- Follow up on contract creation and payments through the electronic system
- Support organization of meetings by booking venues, preparing documentation, manage list of attendants, etc.
- Prepare a wide range of administrative documents using available templates
- Support the filing system in the office
- Support in travel arrangements for office staff and outside experts when required, including through the electronic system
ORGANIZATIONAL CONTEXT
This service contract is for 5 months, tentatively from 01/08/2023 to 31/12/2023.
Extension of the Service Contracts is subject to satisfactory performance, continued need of the services/tasks at the respective level and availability of funds.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
EDUCATION
Completed secondary, technical diploma and/or vocacional school.
WORK EXPERIENCE
Minimum of 4 years of relevant work experience in similar post
SKILLS AND COMPETENCIES
Ability to work in a multicultural environment
Excellent interpersonal and communication abilities
Client oriented and problem solving attitude
Flexibility to adjust to different working schedules and priorities
LANGUAGES
Excellent knowledge (spoken and written) of Spanish and good knowledge of English
DESIRABLE QUALIFICATIONS
EDUCATION
Certificate in Secretariat, Business Administration or related careers.
WORK EXPERIENCE
Previous experience in an UN agency in similar post
APPLICATION PROCESS
Interested candidates are kindly requested to apply and submit the following documents (in English):
A letter of interest explaining how your qualifications and experience make you suitable for the vacancy.
Curriculum Vitae or Resume
Proof of right to live and work in the country of the duty station
Your application should be submitted in just one file with all the documents required (pdf format) to be uploaded in the application section “Employment History Form”
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
