Office Assistant
PLEASE DO NOT MODIFY THE FIELDS OF THE SECTION BELOW.
OVERVIEW
Parent Sector : Field Office
Duty Station: Harare
Classification of duty station: [[filter12]]
Standard Duration of Assignement : [[filter13]]
Job Family: Administration
Type of contract : Non Staff
Level : Level 2
Duration of contract : Up to 1 month
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 28 Feb 2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall delegated authority of the Director/Head of the Regional Office and the direct supervision of the Senior Operations Officer, the incumbent provides a range of office assistant activities to support the administrative unit and project/programme delivery.
Under the general supervision of the Senior Operations Officer, the Office Assistant will be responsible for the following duties.
Long Description
Asset Management
Conduct physical inventory and proper asset disposal procedures, prepare reports, and support successful business operations in compliance with the UNESCO Asset Management Rules and Regulations and physical inventory guidelines. Maintain the accuracy of the organization's inventory system by updating records of physical inventory and receipts, promptly identifying and reporting any discrepancies. Ensure proper labeling of current and newly acquired assets upon purchase through the procurement process. Support asset disposal procedures in accordance with established guidelines.Long Description
Centralized Consumable and Project/Programmeโs Donation Stock Management
Add and record new consumable and project donation stock items from programmes, projects and administration in specified secure storage space. Maintain a register of the current stock. Record stock items that move out of the storage space. Maintain a clear record of items issued out between specific period of time and personnel/staff who received the issued items. Search stock and generate analysis report of the received stock and items issued on a monthly basis or as requested. Extract data of usage per personnel/staff and unit that received specific items and report on any irregularities.Long Description
Office records management
Oversee the maintenance, organization, and retrieval of office files to ensure proper record-keeping. Maintain both physical and electronic filing systems for all supporting documentation. Facilitate the disposal of documents that have exceeded their retention period, in compliance with UNESCOโs archiving rules.Maintain a systematic online registry of files to ensure accessibility and proper record-keeping.
COMPETENCIES (Core / Managerial) Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)
- For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education
High School diploma or equivalent. Additional technical certificate in asset and/or stock management, document archiving, and general office management is required.Work Experience
Minimum of three (3) years of relevant progressively responsible experience in asset/stock management, document archiving, and general office support or related areas. Good knowledge of web-based enterprise information management system and office applications (e.g., Microsoft Office Suite). Understanding of asset management and inventory proceduresLanguage
Good knowledge (written and spoken) of English.