Operations Assistant

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Description

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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. 

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;

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.

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 Competencies:

• 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.

Source: https://careers.unesco.org/job/Montreal-Operations-Assistant-QC/790518902/

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