OVERVIEW
Parent Sector: Field Office
Duty Station: Harare
Job Title: Office Assistant
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.
Key Responsibilities:
1. Asset Management
- Conduct physical inventory and proper asset disposal procedures, prepare reports, and support successful business operations in compliance with 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.
2. Centralized Consumable and Project/Programme’s Donation Stock Management
- Add and record new consumable and project donation stock items in specified secure storage.
- Maintain a register of current stock and record items that move out of the storage space.
- Maintain records of items issued between specific time periods and the personnel/staff who received them.
- Generate monthly analysis reports of stock received and issued items as needed.
3. Office Records Management
- Oversee 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 UNESCO’s archiving rules.
- Maintain a systematic online registry of files to ensure accessibility and proper record-keeping.
COMPETENCIES (Core / Managerial)
- Accountability
- Communication
- Innovation
- Knowledge sharing and continuous improvement
- Planning and organizing
- Results focus
- Teamwork
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 progressively responsible experience in asset/stock management, document archiving, and general office support or related areas.
- Good knowledge of web-based enterprise information management systems and office applications (e.g., Microsoft Office Suite).
- Understanding of asset management and inventory procedures.
Language
- Good knowledge (written and spoken) of English.
DESIRABLE QUALIFICATIONS
- Experience in using inventory management software.
- Strong organizational and multitasking skills.
- Excellent attention to detail and problem-solving abilities.
- Effective communication and interpersonal skills.
- Ability to work collaboratively in a team environment.
APPLICATION PROCESS
To apply, please complete your online application on the UNESCO careers website and ensure you provide complete and accurate information. No modifications can be made to the submitted application.
Selection will be based on the criteria outlined in the vacancy notice and may include tests and/or assessments as well as a competency-based interview.
UNESCO will utilize communication technologies such as video or teleconference, and email correspondence for candidate assessments. Only selected candidates will be further contacted, and all candidates in the final selection step will undergo reference checks.
SELECTION AND RECRUITMENT PROCESS
Important:
- UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence, and integrity.
- UNESCO applies a zero-tolerance policy against all forms of harassment and is committed to achieving workforce diversity. Candidates from non- and under-represented Member States are particularly encouraged to apply.
- All applications will be treated with confidentiality.
- UNESCO does not charge a fee at any stage of the recruitment process.
- Note: UNESCO is a non-smoking Organization.
We look forward to receiving your application! APPLY HERE.
To apply for this job please visit careers.unesco.org.