Post Number : 6SNIEP0068PA
Grade : G-5
Parent Sector : Education Sector (ED)
Duty Station: Dakar
Job Family : Education
Type of contract : Project Appointment
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
L’Organisation des Nations unies pour l’éducation, la science et la culture (UNESCO) est une institution spécialisée internationale de l’Organisation des Nations unies, créée le 16 novembre 1945 à la suite des dégâts et des massacres de la Seconde Guerre mondiale.
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only Nationals of Senegal may apply to this position.
Duration of Contract: One (1) year with the possibility of an extension subject to satisfactory performance and availability of funds.
ORGANIZATIONAL SETTING
IIEP-UNESCO Dakar is the International Institute for Educational Planning’s (IIEP) Africa-based office located in Dakar, Senegal. IIEP is a UNESCO specialized institute with a mandate to strengthen Member States’ capacity to plan and manage their education systems. The IIEP-UNESCO Dakar, is renowned for its cutting edge educational sector analyses and supports African countries in developing realistic and credible education system development plans in support of the Education 2030 agenda, an essential part of the 2030 Agenda for Sustainable Development. Through a well-crafted and targeted capacity development approach, IIEP-UNESCO Dakar contributes to the creation of diagnostic analyses, sector plans and pedagogical tools. In concert, these contribute to more relevant and sustainable educational policies across Africa. IIEP-UNESCO Dakar is also actively involved in knowledge creation for the education sector in Africa. For more information about its activities, please follow this link IIEP Dakar.
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Head of Office and the direct supervision of the Administrative Officer, the incumbent will provide administrative services in a timely and efficient manner. In particular the incumbent will:
1. Provide secretarial services for the Head of Office & Deputy:
- Organize various meetings, notes taking and follow up on actions to be taken.
- Assist in maintaining the list of names and contacts of Ministers of Education and all partners (through CRM).
- Help maintain office filing system and proposes improvements to the flow of internal correspondence such as TOR and BTORs in support of institutional knowledge management
- Translate, when necessary, various texts (correspondence, mails, brief documents, PowerPoint Presentations) into English or French.
- Draft and edit texts and presentations written in English or French.
- Liaise with UNESCO Offices, National Commissions, Permanent Delegations, UN Agencies and Partners for official communications.
2. Assist in organizing workshops, training sessions and meetings:
- Prepare documents and technical supports such as information notes, program, invitations, documentary supports, management of aspects related to hotels, service provider contracts.
- Support for participants: reservation of funds, purchase of airline tickets and ensure various payments are made in a timely manner.
3. Organize and prepare Head of Office & Communication team missions in direct connection with the administration:
- Liaise with UNESCO Offices, National Commissions, Permanent Delegations, UN Agencies.
- Make Travel arrangements and prepare the relevant documentation for missions.
- Liaise with Protocol Services at UNESCO for various requests including UNDSS security clearances
4. Examine, prepare, monitor purchases and contracts directly in relation with the administration team for the Head of Office and Communication Team:
- Prepare contracts with external parties in the system and other administrative tasks related to Contract Management.
- Conduct proper follow-up on these contracts, including direct communication with consultants.
COMPETENCIES (Core / Managerial)
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Education
- Completion of secondary, technical or vocational school education with qualifications in office management or related fields.
Work Experience
- Minimum of five (5) years of relevant work experience preferably in an administrative support capacity.
Skills and Competencies
- Good organizational, writing, coordination and communications skillsGood computer skills (Outlook, Word, Excel, Power Point, etc.)
- Ability to work as part of a team and to take initiative to provide quality and timely support and services.
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
- Flexibility to adjust work schedules and priorities.
Languages
- Excellent knowledge of French and good knowledge of English.
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which, where applicable, include 30 days annual leave, family allowance, medical insurance, pension plan etc. For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
SELECTION AND RECRUITMENT PROCESS
Evaluation of qualified applicants may include a written assessment exercise followed by a competency-based oral interview.
