Administrative Assistant

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Description

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The project will focus on youth employment, and building the capacity of the institutions and actors, public and private, involved in the rehabilitation and safeguard of cultural heritage assets.

UNESCO is seeking a highly organized and detail-oriented Administrative Assistant to join its team in Basrah. The ideal candidate will be proficient in administrative tasks, possess excellent communication skills, and have experience working with international organizations.

Duties and responsibilities:

Under the overall authority and supervision of the Head of the Culture Unit and of the Senior Project Officer, and the direct supervision of the Basrah Team Leader, the incumbent will assist the management team in the implementation of UNESCO projects and activities in Basrah, Iraq, including but not limited to the project Reviving Mosul and Basrah Old Cities Phase III. 

• Administrative Duties: Provide general administrative support including managing calendars, scheduling meetings, and handling correspondence. Prepare and maintain documents, reports, and presentations. Organize and maintain paper and electronic files, ensuring accuracy and confidentiality.
• Documentation and Reporting: Assist in the preparation and submission of project-related documentation, including procurement requests, bid documents, and contracts.  Maintain accurate records of procurement activities and project expenditures for reporting purposes.
• Communication and Coordination:  Communicate effectively with internal stakeholders to gather project requirements and coordinate procurement activities accordingly.  Collaborate with project teams to ensure alignment between procurement activities and project timelines and objectives. Facilitate procurement and tendering processes as per project requirements.  Ensure compliance with UNESCO guidelines and procedures throughout the procurement and tendering processes.
• Logistics: Support the organization of official meetings, events and workshops by booking venues, equipment and providing other related logistical support, including preparation of the TORs for related contractual arrangements; organize official travel in conjunction with meetings, events and workshops; make travel arrangements including for the project team; track and prepare itinerary and agendas; facilitate travel by providing/clarifying information and preparing the necessary documentation; collate/format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/information/documentation and prepare associated documentation.
• Translation: Translate, letters and documents from English to Arabic and Arabic to English.
• General Office work: receive, register, review and draft correspondence, e-mails and type a variety of reports, presentations, and tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy, and compliance with UNESCO format standards; maintain mailing lists and other contact lists.
• Assist in administrative tasks: i) logistics support; ii) preparation of missions; iii) minutes of meetings, and iv) overall administrative support for staff in EU projects, and as needed by the UNESCO CLT team.
• Conduct other tasks requested by the supervisor or Basrah Team leader to ensure the success of the project and the culture unit, including support for new project proposals.

Required Qualifications:

Academic qualifications

• Bachelor’s degree in Business Administration, Finance, Accounting, Public Administration, or a related field.

Work experience:

• A minimum of 2 (two) years of work experience in the field of finance, administrative support and/or project implementation.
• Experience with international organizations in the same field is desirable.
• Familiarity with procurement and tendering processes, particularly within the context of international development projects.
• Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in document preparation and record-keeping.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
•  Ability to work independently with minimal supervision and as part of a team.
• Ability to manage heavy workload and to meet tight deadlines, paying close attention to detail and quality of work.

Language requirement:

• Excellent knowledge of spoken and written English and Arabic is required. 
• Knowledge of any other UN language (French, Spanish, Chinese, Russian) is desirable.

Source: https://careers.unesco.org/job/Basrah-Administrative-Assistant-(CLT)-Basrah-Third-Party-Contract-BAG-24-CLT-0001/799439002/

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