Overview
The Operations Assistant will provide day-to-day operational and reception support to the UIS, contributing to the efficient delivery of administrative services.
Key Responsibilities
- Provide front desk support, including monitoring shared mailboxes and taking appropriate action.
- Serve as the focal point and secretariat for the creation of contracts in DUO.
- Support programme teams in reviewing and preparing documentation for the procurement of goods and services, and in tracking contracts.
- Develop and maintain a contract-tracking methodology, ensuring the liquidation and closure of all relevant contracts and commitments that have elapsed.
- Process vendor registration documentation and follow up on vendor-related issues requiring correction.
- Provide backup support for office security activities and system maintenance.
- Coordinate building management support, including maintenance requests, security, and cleaning services.
- Support stockroom management.
- Draft routine correspondence, memoranda, and non-substantive reports.
- Maintain confidential and general files and establish reference systems.
- Perform other related duties within the Section, as may be required.
- Ensure that all activities are carried out in compliance with UNESCO rules, regulations, and administrative procedures.
- Welcome visitors, confirm appointments, and notify staff of arrivals.
- Answer, screen, and route incoming calls; take accurate messages and follow up as required.
- Maintain the reception area to ensure it is clean, professional, and visitor ready.
- Receive, sort, and distribute mail, parcels, and deliveries; maintain dispatch records as needed.
- Maintain visitor logs and support basic security and access procedures.
- Assist with document preparation, correspondence, and distribution of internal memos.
- Handle information discreetly and maintain confidentiality at all times.
- Support the initiation of procurement actions; assist in preparing purchase orders and contracts; track requisition status; and maintain regular liaison with suppliers.
- Arrange shipments and provide guidance on shipping requirements; liaise with customs authorities as needed; and manage mail and courier services.
- Keep asset and inventory records accurate and up to date; conduct the annual physical verification exercise; initiate and document asset disposal in line with procedures; and support other section tasks as required.
Required Experience
Minimum of five (5) years of relevant professional experience in general administration, finance, procurement, human resources, or related fields in a large organization.
Qualifications
Completion of secondary, technical or vocational school education.
