Administrative assistant Job at UNESCO (Cartagena)

Administrative assistant

UNESCO

Location:
Colombia , Cartagena

Category:
Office Administration

Contract Type:
Not provided

Salary:

82246000.00 COP / Year

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Job Description:

Under the overall supervision of the Head of IOC Marine Policy and Regional Coordination Section and the direct supervision of the Head of the IOC Sub-Commission for the Caribbean and Adjacent Regions (IOCARIBE), the Programme Assistant will support the overall implementation of the regional activities of the IOCARIBE Sub-Commission located in the city of Cartagena, Colombia, by managing the day‐to‐day agenda and activities of the Head of IOCARIBE.

Job Responsibility:

Prepares routine correspondence as required or on own initiative for administrative processes
process documents (e.g. briefs, reports and other documents)
reformat or finalize the formatting of documents
collect and/organize information and data related to the Subcommissions´s programmes and activities from a variety of sources (Internet, office files, records, etc.) and presents it in the required format
Reviews correspondence and other documents prepared in English and/or in French for the signature of the Head of the Office, and recommends changes to format, style, spelling or grammar
Maintains an organized and updated filing and reference systems, and other manual and computerized information and reference systems, if necessary
verifies invoices and prepares payment request
Manages the Head's agenda, schedules/reschedules appointments, makes travel/mission arrangements, organizes meetings, prepares correspondence and assembles documents for these meetings/missions, takes notes and follow-up on required action
Assists in the organization of IOC/UNESCO meetings, missions, international conferences, seminars, workshops and other events held in the Caribbean Region
arranges for meetings facilities and equipment
makes travel arrangements ensuring compliance with existing staff and participants’ travel procedures and practices, prepares correspondence and assembles documents for staff and participants
Receives, analyzes, sorts, registers and distributes incoming correspondence and other documents
determines the importance and priority of documents received and follows up on required action
Serves as the Sub commission`s administrative focal person, answers enquiries and/or refers them to the appropriate division/section or staff
maintains telephone log, take messages, makes appointments, receives visitors
operates a variety of office equipment including, photocopier, facsimile, electronic mail etc.
coordinates the day-to-day work of the office
Supports financial and budgetary management and monitoring by: Organizing control of budget expenditures by preparing payment documents and compiling financial annual reports
ensuring full compliance of financial processes and financial records with UNESCO rules, regulations, policies and strategies
reviewing contract deliverables and payment schedules for all Partners and contractors and providing notification of any upcoming or past deadlines for invoices, etc
organizing and coordinating the procurement of services and goods in accordance with UNESCO´s procedures and requirements
Acts as the designated Security Focal Point for all United Nations staff working or visiting the Cartagena area

Requirements:

Completed secondary, technical or vocational education
Minimum three (3) years of work experience of which (1) one to (2) two years of experience in general administration functions, preferably on operational projects implementation/management or related field
Good organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure and tight deadlines
High attention to detail, excellent time management skills, and demonstrates a high level of organization in work
Demonstrated ability to conceptualize, analyze, compile and synthesize information in coherent and succinct formats
Flexibility to adjust schedules and work priorities
Strong command of computer Microsoft applications such as Word, Excel, Access, PowerPoint, Adobe Acrobat
Excellent knowledge (written/spoken) of English and Spanish

Nice to have:

Familiarity with the United Nations
Knowledge of UNESCO standard administrative procedures and practices would be an asset
Good knowledge of French

What we offer:

30 days annual leave
family allowance
medical insurance
pension plan

Additional Information:

Job Posted:
March 20, 2026

Expiration:
April 12, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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