Office Assistant

United Nations Educational, Scientific and Cultural Organization

San Jose, Costa Rica

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

Required QualificationsEducation:

  • 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

Source: https://careers.unesco.org/job/San-Jose-Office-Assistant/774333602/