Administrative Assistant

The UNESCO Regional Office for the Gulf States and Yemen, located in Doha, Qatar, supports its Member States in various fields, including education, natural sciences, culture, communication, and information, as well as social and human sciences. The administrative unit of the office provides essential logistical and operational support to facilitate the implementation of its activities in the region. The Administrative Assistant will work within this unit and perform a range of responsibilities outlined below.

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.

Required Qualifications

Education:

• University degree (Bachelor or equivalent) in Business Administration, Management, or any other related field.

Professional Experience:

• Minimum 04 years of relevant professional experience in administrative and protocol-related duties, at least one year in Qatar.

Skills:

• 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;

Languages:

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

Source: https://careers.unesco.org/job/Doha-Administrative-Assistant-(Resident-of-Qatar-only)/807509302/