Operations Assistant

OVERVIEW
Post Number : 1CAUIS0092PA
Grade : G-5
Parent Sector : UNESCO Institute for Statistics (UIS)
Duty Station: Montreal
Job Family: Administration
Type of contract : Project Appointment
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 11-APR-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in Canada may apply to this position.
Duration of contract: 1 year with possibility of extension subject to availability of funds and satisfactory performance
OVERVIEW OF THE FUNCTIONS OF THE POST
Background
Established in 1999, the UNESCO Institute for Statistics (UIS) serves as UNESCO’s statistical agency for its 193 member states (MS) and 12 associated members. The UIS agenda is focused on the delivery of cross- national comparable data for Global, regional and development agendas, covering the fields of education, science, culture, and communication and information. The UIS delivers the technical support for MS to produce transformative data based on the 3 pillars (Standards and methodologies; Data production; Brokering and outreach). The UIS’ vision, described in its 2022-2029 Medium Term strategy, is to ensure that countries’ policies and decision-making are informed by sound statistical information; that they can benchmark progress towards national and international goals and learn from the experience of others. The UIS is seeking to build a management team that will lead the successful implementation of that vision.
The UIS is instrumental in shaping global education by providing essential data, technical expertise, and leadership in learning outcomes. It actively addresses challenges related to AI and machine learning and establishes a strong foundation for achieving the Sustainable Development Goals (SDGs). Through collaborations with UNICEF, the World Bank, OECD, and the GEMR, the UIS fulfills emerging data requirements. Its joint efforts in conducting the Joint Survey on national education responses to COVID-19 demonstrate its commitment to addressing immediate priorities. The data generated through these initiatives informs global, regional, and funding mechanisms for education, including important platforms like the UN Transforming Education Summit, the Global Education Cooperation Mechanism (GCM), G7, G20, and the GPE results framework. Furthermore, in partnership with the GEMR, the UIS has successfully adopted an SDG 4 benchmarking process, becoming a leading authority in data and monitoring within the Global Education Cooperation Mechanism (GCM). This process serves as a vital tool for countries to set and monitor targets, positioning the UIS and the GEMR at the forefront of supporting countries in achieving improved education outcomes. Recognizing the significant influence of AI and machine learning, the UIS actively engages in this domain by providing critical data and technical inputs. This proactive involvement ensures that education systems are well-equipped to leverage the potential of AI and address associated challenges through informed decision-making and policy development.
Long Description
Main duties and responsibilities:
Under the supervision of the Senior Finance and Administrative Assistant, the incumbent will execute the following tasks:
General Accountabilities

• Provide guidance and interpretation on non-complex administrative rules, regulations and procedures;
• Assist with office security activities and system maintenance;
• Coordinate building management support, including maintenance requests, security, and cleaning services;
• Support stock room management;
• Provide front desk support; monitor shared mailboxes and take relevant action; assist with office security activities and system maintenance;
• Initiate contracts and manage vendor relationships; initiate vendor profile creation and amendments;
• Draft and prepare routine correspondence, memoranda and non-substantive reports;
• Maintain confidential and general files and establish reference systems;

Finance Accountabilities

• Act as certifying officer up to the authorized level delegated by the CFO;
• Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures;
• Record and reconcile authorised accounting transactions;
• Verify and process payments;
• Prepare routine reports;
• Provide assistance and guidance to staff on basic financial procedures;

Long Description
HR Accountabilities

• Assist in HR administrative matters;
• Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database;
• Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licences and other necessary personnel-related documentation in accordance with requirements by the Organization and host country

Logistics;

• Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers;
• Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances;
• Shipment and Mailing: make arrangements, assist and advise on shipping; liaise with customs; manage mail and courier services;
• Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.

Asset Verification

• Ensure that asset and inventory records are up to date.
• Perform the annual physical verification exercise.
• Take appropriate action to initiate the disposal and recording of assets.

Perform additional activities that may be required to ensure the success of the work team.
Long Description COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) - For detailed information, please consult the UNESCO Competency Framework .
REQUIRED QUALIFICATIONS
Education
Completion of secondary school education.
Work Experience
Minimum 5 years of experience in general administration, finance, procurement, human resources, or related fields in a large organisation.
Skills and C ompetencies
Basic knowledge of accounting principles and financial management.
Excellent attention to detail and accuracy in handling administrative tasks.
Excellent IT skills with proficiency in using office software applications (Outlook, MS Word, Excel, PowerPoint, etc.).
Strong organizational, planning and time management skills.
Effective communication and coordination skills.
Ability to work independently and as part of a team.
Ability to work under pressure and flexibility to adjust work schedules and priorities.
Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
Languages
Fluency in French and English.
DESIRABLE QUALIFICATIONS
Education
Diploma of College Studies (DCS/DEC) in social sciences, accounting, finance or other related area.
Specific Training in Finance and Administration.
Work Experience
Relevant experience within a large international organization.
Relevant experience within the public sector.
Experience using ERP (Enterprise Resource Planning), such as SAP (Systems Applications and Products in Data Processing) or others.
Experience with UNESCO rules, regulations and processes.
Knowledge of Canadian and Quebec tax regulations.
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 45,127 CAD.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits .
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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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. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ( last update here ) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.