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
