Office Assistant position at UNESCO Antenna Office in Sarajevo

UNESCO Logo - Vacancy

Title:

Office Assistant (Only candidates resident in Bosnia and Herzegovina with authorization to work in the country are eligible to apply)

Domain:

Administration

Post Number:

2BAFSC0700OS

Grade:

G-3

Organizational Unit:

Antenna Office in Sarajevo, Regional Bureau for Science and Culture in Europe

Duty Station:

Sarajevo

Type of contract:

Fixed Term

Annual salary:

38,183 Bosnian Mark

Deadline (midnight, local time):

07 June 2019

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director of the Regional Bureau and the direct supervision of the Head of Antenna Office, the incumbent provides general office support services to facilitate the smooth functioning of the Antenna Office in Sarajevo. The incumbent is expected to contribute to the effective and timely accomplishment of administrative/office transactions and activities utilizing knowledge of office systems and procedures.

In particular, the incubent must:

  1. Use standard word processing packages to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with UNESCO standards. Review, record, route and/or process mail or other documents; retrieve, gather and structure pertinent background material from various sources; track and monitor follow-up action as require. Deliver urgent mail/messages. Maintain and update filing systems (both paper and electronic) and databases for work unit. Update and maintain large distribution lists; assemble documents, reports and other materials for internal office dissemination, where possible using electronic formats. Coordinate postal and courier services. Assist in organizing meetings and events by arranging meeting facilities. Make all travel related arrangements.
  2. Operate and maintain a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, franking machine etc. Photocopy a variety of documents and other materials.
  3. Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. Check accuracy of simple calculations, codings, data, etc. May initiate a low volume of transactions in automated systems and run reports. Perform basic data entry and extraction functions.
  4. Receive/screen phone call and visitors, and respond to routine inquiries and information requests, including drafting routine written responses.
  5. Create requisitions for purchase orders, contracts or letters of agreement from standard templates.
  6. Ensure smooth operations of all building related machinery and its general maintenance.

 

COMPETENCIES

A successful candidate will be required to demonstrate the following competencies:

  • Accountability
  • Communication
  • Teamwork
  • Innovation
  • Results focus
  • Planning and organizing
  • Knowledge sharing and continuous improvement

For detailed information, please consult the UNESCO Competency Framework

 

REQUIRED QUALIFICATIONS

Education Completed secondary, technical or vocational school.
Work Experience

A minimum of two (2) years work experience in administrative tasks.

Experience in administrative support.

Skills/Competencies

Excellent coordination skills.

Excellent drafting skills in English.

Discretion, initiative and service-oriented to provide quality and timely support and services.

Good interpersonal skills, including ability to draft correspondence and correct documents.

Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.).

Ability to identify and negotiate best conditions for travel. 

Languages Excellent knowledge of English and of the official languages of Bosnia and Herzegovina.

DESIRABLE QUALIFICATIONS

Work Experience

Relevant experience in the UN System or other international organizations.

Experience in establishing inter-relationships among international organization and national governments in the area of UNESCO programmes.

Skills/Competencies Knowledge of UNESCO rules, administrative procedures and standard practices.
Languages Knowledge of another official language of UNESCO (Arabic, Chinese, Russian Spanish).

HOW TO APPLY

Interested candidates should submit their application letter and CV (UNESCO CV form must to be used) in English to:

UNESCO Antenna Sarajevo, Regional Bureau for Science and Culture in Europe, UN House Zmaja of Bosne bb, 71.000 Sarajevo, or by e-mail to l.hrelja@unesco.org.

The deadline is 7 June 2019 by midnight local time.

 

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries are calculated in US dollars but paid in local currency. Other benefits include: 30 days annual leave, family allowance, medical insurance and pension plan. More details can be found on the ICSC Website.

Please note that UNESCO is a non-smoking Organization.

 

A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES.

 

 

 

 

 

 

UNESCO is committed to promote geographical distribution and gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply, as well as nationals from non- and under-represented Member States. Persons with disabilities are equally encouraged to apply.

Worldwide mobility is required as staff members have to serve in other duty stations according to UNESCO’s geographical mobility policy.

UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.