General functions

• Prepare draft technical responses to a wide range of administrative correspondence.
• Provide assistance and checklist to the IOS recruitment process.
• Assist in the on-boarding and off-boarding of staff and consultants.
• In liaison with the AO, periodically review the budget and obtain periodic updates on actual expenditure vs. budget.
• Assist in managing the procurement process, including preparing purchase requisitions, obtaining quotes, and tracking orders to ensure timely delivery.
• Process invoices and support the payment cycle.
• Organise and arrange internal and high-level external meetings, committees, conferences, information meetings, etc. on a variety of administrative matters.
• Liaise with UNESCO clients as well as external actors (e.g. UNESCO missions, senior officials, the United Nations Representatives of Internal Audit Services (UN- RIAS), United Nations Development Group (UNEG), the United Nations Representatives of Investigation Services (UN-RIS) and others) and assist in the preparation of materials for the Oversight Advisory Committee meetings.
• Administer, maintain and update the IOS Intranet site.
• Deliver other tasks as assigned by Director IOS and/or Heads of IOS offices, or their delegates.

JIU focal point

• Coordinate and provide input for JIU’s programme of work.
• Facilitate data collection and contribute to planning on-site missions by helping to identify relevant internal stakeholders.
• Collect and transmit comments on draft reports.
• Gather relevant information on the acceptance, implementation and impact of recommendations and share it with JIU for follow-up.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least eight (8) years of relevant work experience in the administrative area.

Skills & Competencies

• Sense of confidentiality, tact and diplomacy.
• Excellent planning, organizational and coordination skills.
• Excellent interpersonal and communication skills, including drafting skills.
• Very good analytical and problem-solving skills, ability to deal with complex situations and to provide quality and timely support and services.
• Ability to work efficiently under tight deadlines and flexibility to adjust work schedules.
• Strong service/client orientation.
• Professional integrity and good sense of judgement.
• Strong IT skills (Outlook, Word, Excel, PowerPoint, etc.).

Languages

• Excellent knowledge of English or French and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Education

• Diploma in business administration or specialized training/course in one or more of the following disciplines: audit, administration, finance, accounting and/or procurement.

Work Experience

• Relevant work experience in an international organization and/or the UN System.
• Experience with ERP systems (such as SAP).

Skills & Competencies

• Knowledge of UNESCO’s rules, regulations and procedures as well as financial/administrative practices, and other similar systems (IRIS, DUO, SISTER, CRM).
• Understanding of UNESCO’s structure, Governing Bodies, Institutes, Commissions, etc.

Languages

• Knowledge of other UNESCO official languages (Arabic, Chinese, Russian and/or Spanish).