Operations Assistant

Details

Mission and objectives

UNESCO’s founding mission, which was shaped by the events of World War II, is to advance peace, sustainable development and human rights by facilitating collaboration and dialogue among nations.[It pursues this objective through five major programme areas: education, natural sciences, social/human sciences, culture and communication/information. UNESCO sponsors projects that improve literacy, provide technical training and education, advance science, protect independent media and press freedom, preserve regional and cultural history, and promote cultural diversity.
UNESCO assists in the translation and dissemination of world literature, helps establish and secure World Heritage Sites of cultural and natural importance, works to bridge the worldwide digital divide, and creates inclusive knowledge societies through information and communication.[14] UNESCO has launched several initiatives and global movements, such as Education For All.

Context

The Operation’s Assistant is assigned to the UNESCO Desk in Kyiv to provide, under overall guidance and direct supervision of the Head of the UNESCO Liaison Desk and the Senior Administrative Assistant, support to the UNESCO activities in the country.
The Operation’s Assistant, recruited locally, would primarily be responsible for operational, administrative, and logistical support of the Desk’s operations. The Operations Assistant shall work closely with Headquarters relevant sectors and UNESCO staff/consultants based in Kyiv and other cities.

Task description

Summary of Key Functions:
· Operational support
· Administrative support
· Logistical Support
Operational support:
• Liaising with partner organisations and vendors on operational issues
• Correspondence management
• Inventory management
• Schedule and meeting management
• Small-scale translation
• Notetaking
• Analysis of local regulations relevant to the Desk’s operations
• Research and retrieval of information on supply sources and vendors for goods and services required for the Desk’s operations
• Preparation of ToRs and technical specifications as requested by the Desk personnel
Administrative support:
• Vendor creation and updating in SAP, including collection of the relevant documents
• Maintenance of the local vendor database
• Creation of low-value purchase orders and contracts
• Preparation of security clearance requests, travel plans, and travel requests
Logistical support:
• Assistance in preparing mission itineraries and calculating mission costs
• Organisation of in-country and international transportation (procurement of tickets, engagement of sister agencies for vehicular support, contracting of service providers)
• Booking of accommodations
• Support with acquiring visas for international travel
Other Responsibilities:
• Draft and type correspondences, including memoranda and notes for the file.
• Maintain general office files and keeps information and reference material in a manner, which allows easy reference and retrieval.
• Perform duties such as photocopying, collection and distribution of incoming mail, dispatching outgoing mail, locating files etc.
• Perform other duties as may be required. Impact of Results
The Operations Assistant’s support will allow senior personnel to prioritise core activities, enhancing the Desk’s operations in terms of quality and accuracy, thus facilitating the overall UNESCO response in the country.