Operations Assistant Job at UNESCO (Montreal)

Job Description

Under the direct supervision of the Associate Finance and Administrative Officer, the Operations Assistant will provide day-to-day operational and reception support to the UIS. The incumbent will contribute to the efficient delivery of administrative services in compliance with UNESCO rules and regulations, ensuring that UIS programme teams are well supported to focus on data production, technical assistance to Member States, and partnership delivery.

Job Responsibility

Provide front desk support, including monitoring shared mailboxes and taking appropriate action
Serve as the focal point and secretariat for the creation of contracts in DUO (UNESCO's SAP-based ERP)
Support programme teams in reviewing and preparing documentation for the procurement of goods and services, and in tracking contracts
Develop and maintain a contract-tracking methodology, ensuring the liquidation and closure of all relevant contracts and commitments that have elapsed
Process vendor registration documentation and follow up on vendor-related issues requiring correction
Provide backup support for office security activities and system maintenance
Coordinate building management support, including maintenance requests, security, and cleaning services
Support stockroom management
Draft routine correspondence, memoranda, and non-substantive reports
Maintain confidential and general files and establish reference systems
Perform other related duties within the Section, as may be required
Ensure that all activities are carried out in compliance with UNESCO rules, regulations, and administrative procedures
Welcome visitors, confirm appointments, and notify staff of arrivals
Answer, screen, and route incoming calls
take accurate messages and follow up as required
Maintain the reception area to ensure it is clean, professional, and visitor ready
Receive, sort, and distribute mail, parcels, and deliveries
maintain dispatch records as needed
Maintain visitor logs and support basic security and access procedures
Assist with document preparation, correspondence, and distribution of internal memos
Handle information discreetly and maintain confidentiality at all times
Support the initiation of procurement actions
assist in preparing purchase orders and contracts
track requisition status
and maintain regular liaison with suppliers
Arrange shipments and provide guidance on shipping requirements
liaise with customs authorities as needed
and manage mail and courier services
Keep asset and inventory records accurate and up to date
conduct the annual physical verification exercise
initiate and document asset disposal in line with procedures
and support other section tasks as required

Requirements

Completion of secondary, technical or vocational school education
Minimum of five (5) years of relevant professional experience in general administration, finance, procurement, human resources, or related fields in a large organization
Strong organizational skills, accuracy, and attention to detail
Ability to manage multiple priorities under time pressure and to meet deadlines
Discretion and ability to handle confidential information with integrity
Excellent interpersonal skills and service orientation in a multicultural environment
Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, SharePoint, Teams)
Demonstrated client orientation and effective communication skills
Ability to work collaboratively as part of a team in a diverse, international setting
Excellent knowledge (written and spoken) of English and French

Nice to have

Diploma of College Studies (DCS/DEC) in social sciences, accounting, finance, or other related area
Training in Secretarial Studies, Finance, and/or Administration
Relevant professional experience within an international organization, with practical knowledge of its rules, regulations, and administrative processes, is highly desirable
Experience in the public sector, particularly in: procurement, contract administration, vendor management, and/or front office operations would be considered a strong asset
Familiarity with the operating environment of the United Nations system, including: compliance frameworks, and multilateral working culture, would support rapid integration into the UIS Administration Unit
Demonstrated experience using Enterprise Resource Planning (ERP) systems is desirable, particularly SAP-based platforms such as UNESCO’s DUO
Experience serving as secretariat support for contract creation and management processes in DUO would be advantageous
Proven ability to support cross-functional teams in a fast-paced administrative environment
Experience contributing to the development and maintenance of contract-tracking and monitoring tools
Experience liaising with: vendors, suppliers, and building service providers, would strengthen the candidate’s ability to perform effectively in the role
Working knowledge of UNESCO or UN system administrative, financial, and procurement procedures
Experience using SAP or other ERP-based systems for contract and vendor management
Ability to develop and maintain tracking tools and reference systems for contracts, assets, and correspondence
Sound judgment and the ability to anticipate operational needs in a busy administrative environment
Demonstrated capacity to promote organizational change and contribute to continuous improvement of administrative processes
Awareness of building management, security, and facilities-related operational requirements
Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, or Spanish)

What we offer

30 days annual leave
family allowance
medical insurance
pension plan

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