As the only specialized semi-autonomous 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. The Institute launched its new Medium-Term Strategy (2022-2024) in December 2021. It draws on core and project funding to achieve its goals and objectives.
Duties And Responsibilities:
Responds to enquiries and refers them to the specialist/ service concerned; follows up on routine and/or outstanding matters and routes information and queries as appropriate; provides relevant and accurate information to supervisor(s) and colleagues in a timely manner; make appointments, receives visitors and fields telephone calls in a courteous manner and assists callers in obtaining information and services they need.
Liaises with various internal services to obtain additional information/ clarifications to fully respond to external inquiries.
Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, (20%).
Prepares a variety of administrative documentation using examples or templates; initiates administrative procedures and ensures follow-up, including payment follow-up in collaboration with the AO/EO Office.
Informs team members of specific administrative processes and related procedures to support planning and timely and coordinated execution of work; follows-up and alerts team members of outstanding payments, timeframes and bottlenecks.
Performs general administrative tasks such as leave and attendance recording; maintains files (both paper and electronic) and databases for work units and assists in providing software and office equipment support. (30%)
Organizes official meetings, events and workshops by booking venues, equipment and providing other related logistical support.
Organizes official travel; receives accurate instructions and makes travel arrangements; tracks and prepares itinerary and agenda; facilitates travel by providing/ clarifying information and preparing the necessary documentation such as visa applications.
Provides administrative support for the events; collates/ formats information and data for presentation in final form; informs participants; organizes the distribution of documentation; collects minutes/ information/ documentation and prepare associated documentation. (20%)
Receives, analyses, sorts, registers and distributes correspondence and documents; updates and maintains large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follows-up.
Drafts correspondence and emails; reviews, proofreads and edits outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommends changes/ corrections; organises translations of documents.
Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. Assist in the preparation of presentation materials using appropriate technology/software. (20%)
Additional activities that may be required to ensure the success of the work team. (10%)
Required Qualifications:
Education:
Completed secondary, technical or vocational school.
Experience:
A minimum of three (3) years of relevant work experience in administrative and/or secretarial tasks in programme support services.
Skills:
Good interpersonal and communication skills, including ability to draft correspondence and correct documents.
Good organizational, coordination and filing skills.
Ability to work as part of a team, to take initiative and to provide quality and timely support and services.
Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
Flexibility to adjust work schedules and priorities and the ability to work under pressure.
Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint etc.).
Languages:
Excellent knowledge of English and very good knowledge of Spanish.
