OFFICE ASSISTANT - Part-time position (50 %)

The incumbent will work under the overall authority of the President of the International Staff Association of UNESCO (ISAU) and the direct supervision of the Senior Secretarial Assistant, and will provide a wide range of general office support services and administrative functions to facilitate the smooth running of the Secretariat, while ensuring quality service delivered to members of the Executive and Collegium as well as members of the Association.

• Produce complete and in final form documents including tables, charts and graphs related to the work of the Association. Prepare the design and layout of ISAU’s publications and brochures using appropriate technology/software. Search and compile, review and update information and data for documents prepared by the Association for the Executive Board and General Conference.
• Manage and update the list of memberships of the Association.  Organize official meetings and events by booking venues, equipment and providing related logistical support.  Prepare and distribute documentation; collect minutes/ information/ documentation. Organize travel arrangements for missions and prepare visa and necessary documentation.
• Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports.  Determine the importance and priority of documents received and follow-up. Draft correspondence and emails and make request for translations of documents.
• Keep accounting files and prepare purchase orders for office stationery/equipment.  Maintain files and databases (both paper and electronic).  Assist in providing software and office equipment support. Manage sports activities of the Association. 
• Manage and update ISAU website, as well as designing the layout.  Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor(s) and members of the Executive and Collegium; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned.
• Provide guidance to interns, short-term/temporary staff and interns on general office processes and procedures, automated systems, computer applications, etc.

Education

•  Completed secondary, technical and/or vocational education.

 Work Experience

•  A minimum of 3 years of professional experience in administrative functions in an international environment.

Skills and competencies

• Good communications skills including drafting of correspondence.
• Good interpersonal skills and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Discretion, diplomacy and politeness.
• Ability to take initiative and to provide quality and timely support and services.
• Flexibility to adjust work schedules and priorities.
• Excellent IT skills (Outlook, Word, Excel, Power Point… etc.). 

 Languages

• Good knowledge (written and spoken) of English or French and very good in the other language.