Administrative Assistant (Resident of Qatar only)

OVERVIEW

Parent Sector : Field Office

Duty Station: Doha

Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: Administration

Type of contract : Non Staff

Level : Level 3

Duration of contract : 1 year

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 28/11/2022

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

 

BACKGROUND

The UNESCO Gulf States and Yemen Office serves as the Cluster Office for Bahrain, Kuwait, Oman, Qatar, Saudi Arabia, the United Arab Emirates and Yemen. Based in Doha-Qatar, the Office supports its Member States in the fields of education, natural sciences, culture, communication and information as well as social and human sciences. 

DUTIES AND RESPONSIBILITIES

Under the overall supervision of the Director of the UNESCO Doha Office for Gulf States and Yemen, and the direct supervision of the Finance and Administrative Officer, the incumbent will provide administrative support to UNESCO. 
In particular, s/he will be expected to perform the following responsibilities:
-    Provides day-to-day support for the Protocol and other administrative matters required for the office.
-    Draft routine correspondences both in Arabic and English, follow-up and keep the files updated.
-    Assist staff members and their dependents with the processing requests for visas, identity cards, driving licenses, medical cards and other necessary personnel-related documents in accordance with requirements of the organization and the host country.
-    Assist in obtaining and keep updated of the office establishment card, vehicle registrations, cars and property insurances, licenses etc. 
-    Assist in customs clearance procedures of inward and/or outward shipments of personal effects/household goods of staff and goods/equipment’s for office as and when needed. 
-    Provide operational and logistics support for meeting/conferences and staff/officials travel on mission 
-    Assist in preparation of procurement plan, initiating procurement action, in the preparation of purchase orders and contracts, monitor the status of requisitions and maintain contact with suppliers.
-    Provide support for the office maintenance, utilities and other relevant services on a regular basis.
-    Carry out any additional activities that may be essential for the success of the team. 

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

EDUCATION
•    University degree (Bachelor or equivalent) in the field of Business Administration, Management, or any other related field.
PROFESSIONAL EXPERIENCE
•    Minimum 04 years of relevant professional experience in the field of administrative and protocol related duties and among them at least one year in Qatar.
SKILLS AND COMPETENCIES
•    Sense of integrity, confidentiality, commitment and reliability;
•    Good analytical and problem solving and interpersonal skills;
•    Ability to provide efficient, quality and timely support and capacity to work efficiently under pressure;
•    Strong knowledge of MS office (Word, Excel, Outlook, PowerPoint) applications;
•    Ability to work in diverse multi-cultural settings with sensitivity to the local context;
•    Holding a valid driving license of Qatar;

LANGUAGES
Excellent knowledge of English and Arabic (spoken and written).

DESIRABLE QUALIFICATIONS

•    Working experience with UN agencies or other international organizations would be an added advantage. 

CONDITIONS OF PAYMENT

UNESCO Salaries in Doha paid in Qatari Riyals; the annual remuneration for the post is QAR 234050. UNESCO Service Contract benefits includes 30 days of annual leave as well as a contribution to pension scheme and health insurance upon proof of inscription. 

APPLICATION AND SELECTION 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.