Operations Assistant

UNESCO•Montreal, QC

4d•Onsite

About The Position

Established in 1999, the UNESCO Institute for Statistics (UIS) is the statistical arm of UNESCO and serves the Organization's 193 Member States and 12 Associate Members. The UIS produces cross-nationally comparable data for the global, regional and development agendas in education, science, technology and innovation, culture, and communication and information. The Institute's 2022–2029 Medium-Term Strategy is built on three pillars — standards and methodologies, data production, and brokering and outreach — and aims to ensure that countries' policies and decision-making are informed by sound statistical evidence and that countries can benchmark progress against national and international goals. The UIS plays a leading role in SDG 4 monitoring, including the SDG 4 benchmarking process jointly led with the Global Education Monitoring Report (GEMR), and contributes data to platforms including the UN Transforming Education Summit, the Global Cooperation Mechanism on Education, the G7 and G20, and the GPE results framework. The Administration (ADM) Unit enables the UIS to deliver on this mandate by providing the procurement, contracting, premises, asset, reception and general operations services on which the Institute's programmatic work depends.

Requirements

Completion of secondary, technical or vocational school education.
Minimum of five (5) years of relevant professional experience in general administration, finance, procurement, human resources, or related fields in a large organization.
Strong organizational skills, accuracy, and attention to detail.
Ability to manage multiple priorities under time pressure and to meet deadlines.
Discretion and ability to handle confidential information with integrity.
Excellent interpersonal skills and service orientation in a multicultural environment.
Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, SharePoint, Teams).
Demonstrated client orientation and effective communication skills.
Ability to work collaboratively as part of a team in a diverse, international setting.
Excellent knowledge (written and spoken) of English and French.

Nice To Haves

Diploma of College Studies (DCS/DEC) in social sciences, accounting, finance, or other related area.
Training in Secretarial Studies, Finance, and/or Administration.
Relevant professional experience within an international organization, with practical knowledge of its rules, regulations, and administrative processes, is highly desirable.
Experience in the public sector, particularly in: procurement, contract administration, vendor management, and/or front office operations would be considered a strong asset.
Familiarity with the operating environment of the United Nations system, including: compliance frameworks, and multilateral working culture, would support rapid integration into the UIS Administration Unit.
Demonstrated experience using Enterprise Resource Planning (ERP) systems is desirable, particularly SAP-based platforms such as UNESCO’s DUO.
Experience serving as secretariat support for contract creation and management processes in DUO would be advantageous.
Proven ability to support cross-functional teams in a fast-paced administrative environment.
Experience contributing to the development and maintenance of contract-tracking and monitoring tools.
Experience liaising with: vendors, suppliers, and building service providers, would strengthen the candidate’s ability to perform effectively in the role.
Working knowledge of UNESCO or UN system administrative, financial, and procurement procedures.
Experience using SAP or other ERP-based systems for contract and vendor management.
Ability to develop and maintain tracking tools and reference systems for contracts, assets, and correspondence.
Sound judgment and the ability to anticipate operational needs in a busy administrative environment.
Demonstrated capacity to promote organizational change and contribute to continuous improvement of administrative processes.
Awareness of building management, security, and facilities-related operational requirements.
Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, or Spanish).

Responsibilities

Provide front desk support, including monitoring shared mailboxes and taking appropriate action.
Serve as the focal point and secretariat for the creation of contracts in DUO (UNESCO's SAP-based ERP).
Support programme teams in reviewing and preparing documentation for the procurement of goods and services, and in tracking contracts.
Develop and maintain a contract-tracking methodology, ensuring the liquidation and closure of all relevant contracts and commitments that have elapsed.
Process vendor registration documentation and follow up on vendor-related issues requiring correction.
Provide backup support for office security activities and system maintenance.
Coordinate building management support, including maintenance requests, security, and cleaning services.
Support stockroom management.
Draft routine correspondence, memoranda, and non-substantive reports.
Maintain confidential and general files and establish reference systems.
Perform other related duties within the Section, as may be required.
Ensure that all activities are carried out in compliance with UNESCO rules, regulations, and administrative procedures.
Welcome visitors, confirm appointments, and notify staff of arrivals.
Answer, screen, and route incoming calls; take accurate messages and follow up as required.
Maintain the reception area to ensure it is clean, professional, and visitor ready.
Receive, sort, and distribute mail, parcels, and deliveries; maintain dispatch records as needed.
Maintain visitor logs and support basic security and access procedures.
Assist with document preparation, correspondence, and distribution of internal memos.
Handle information discreetly and maintain confidentiality at all times.
Support the initiation of procurement actions; assist in preparing purchase orders and contracts; track requisition status; and maintain regular liaison with suppliers.
Arrange shipments and provide guidance on shipping requirements; liaise with customs authorities as needed; and manage mail and courier services.
Keep asset and inventory records accurate and up to date; conduct the annual physical verification exercise; initiate and document asset disposal in line with procedures; and support other section tasks as required.