Operations Assistant

3 weeks ago

Montreal, Quebec, Canada UNESCO Full time

OVERVIEW

Post Number: 1CAUIS0092PA

Grade:
G-5

Parent Sector:
UNESCO Institute for Statistics (UIS)

Duty Station:
Montreal

Job Family:
Administration

Type of contract:
Project Appointment

Duration of contract: 1 year

Application Deadline (Midnight Paris Time): 11-APR-2024

UNESCO Core Values:
Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Background


Established in 1999, the UNESCO Institute for Statistics (UIS) serves as UNESCO's statistical agency for its 193 member states (MS) and 12 associated members.

The UIS agenda is focused on the delivery of cross
- national comparable data for Global, regional and development agendas, covering the fields of education, science, culture, and communication and information. The UIS delivers the technical support for MS to produce transformative data based on the 3 pillars (Standards and methodologies; Data production; Brokering and outreach). The UIS' vision, described in its Medium Term strategy, is to ensure that countries' policies and decision-making are informed by sound statistical information; that they can benchmark progress towards national and international goals and learn from the experience of others. The UIS is seeking to build a management team that will lead the successful implementation of that vision.

The UIS is instrumental in shaping global education by providing essential data, technical expertise, and leadership in learning outcomes.

It actively addresses challenges related to AI and machine learning and establishes a strong foundation for achieving the Sustainable Development Goals (SDGs).

Through collaborations with UNICEF, the World Bank, OECD, and the GEMR, the UIS fulfills emerging data requirements.

Its joint efforts in conducting the Joint Survey on national education responses to COVID-19 demonstrate its commitment to addressing immediate priorities.

The data generated through these initiatives informs global, regional, and funding mechanisms for education, including important platforms like the UN Transforming Education Summit, the Global Education Cooperation Mechanism (GCM), G7, G20, and the GPE results framework.

Furthermore, in partnership with the GEMR, the UIS has successfully adopted an SDG 4 benchmarking process, becoming a leading authority in data and monitoring within the Global Education Cooperation Mechanism (GCM).

This process serves as a vital tool for countries to set and monitor targets, positioning the UIS and the GEMR at the forefront of supporting countries in achieving improved education outcomes.

Recognizing the significant influence of AI and machine learning, the UIS actively engages in this domain by providing critical data and technical inputs.

This proactive involvement ensures that education systems are well-equipped to leverage the potential of AI and address associated challenges through informed decision-making and policy development.

Long Description

Main duties and responsibilities:

Under the supervision of the Senior Finance and Administrative Assistant, the incumbent will execute the following tasks:
General Accountabilities

  • Provide guidance and interpretation on noncomplex administrative rules, regulations and procedures;
  • Assist with office security activities and system maintenance;
  • Coordinate building management support, including maintenance requests, security, and cleaning services;
  • Support stock room management;
  • Provide front desk support; monitor shared mailboxes and take relevant action; assist with office security activities and system maintenance;
  • Initiate contracts and manage vendor relationships; initiate vendor profile creation and amendments;
  • Draft and prepare routine correspondence, memoranda and nonsubstantive reports;
  • Maintain confidential and general files and establish reference systems;
Finance Accountabilities

  • Act as certifying officer up to the authorized level delegated by the CFO;
  • Review draft reports, verify overall accuracy and consistency, crosscheck consistency of figures;
  • Record and reconcile authorised accounting transactions;
  • Verify and process payments;
  • Prepare routine reports;
  • Provide assistance and guidance to staff on basic financial procedures;
Long Description
HR Accountabilities

  • Assist in HR administrative matters;
  • Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database;
  • Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licences and other necessary personnelrelated documentation in accordance with requirements by the Organization and host country
Logistics;

  • Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain

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