Apply now »

OFFICE & PROGRAMME ASSISTANT

OVERVIEW

Post Number : 6ETEDPA028CB

Grade : G-5

Parent Sector : Education Sector (ED)

Duty Station: Addis Ababa

Job Family: Education

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 22-SEP-2025

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
(This post is one (1) year contract, renewable subject to performance and availability of funds) 

 

Long Description

Under the overall supervision of the Director of the UNESCO-IICBA (International Institute for Capacity-Building in Africa), the Assistant to the Director will provide administrative and operational support to the UNESCO-IICBA in Addis Ababa (Ethiopia).

The incumbent will liaise closely with programme staff to support the effective implementation of activities and coordinate with administrative staff to ensure smooth operations of the Institute.

Long Description

Main Duties and Responsibilities

 

  • Arrange and be responsible for the Director’s travel logistics (organizing meetings, booking flights, obtaining visas and purchasing tickets in cooperation with the Administrative Officer) which also include preparing travel plans, and completing request and claim forms. Make appointments and maintain the Director's calendar, place and screen telephone calls, and answer queries with discretion.
  • Manage the immediate office of the Director with respect to communications, meetings and workflow; process and classify information; communicate sensitive information to the attention of the Director.
  • Receive, analyse, register and distribute correspondences, determine the importance and priority of documents received and gather documents concerning missions.
  • Prepare various documents, reports, minutes of meetings, concept notes and briefing materials for the Director on official trips and/or special meetings. Maintain policy, confidential and general management files.
  • Edit studies as needed - proofreading and other improvements and transcribe interviews and other audio materials in a format that can lead to publication.
  • Keep lists of names, addresses and telephone numbers of minsters, government officials and members of diplomatic corps.

 

  • Assist in organizing high level meetings, including the governing board meetings and international meetings, draft and dispatch letters of invitations when required, liaise with UNESCO Headquarters, Ministry of Educations, National Commissions, Africa Union and other UN Agencies.  Participate in staff meetings or special meetings and take minutes or notes.
  • Manage communication with the governing board members. Organize the face-to-face meetings and virtual meetings and keep a record of the meetings and the board related issues.
  • Provide administrative and logistical support to the programme staff by coordinating and monitoring multiple and diverse activities and work processes.
  • Support the programme staff in the development of project proposals in reviewing national documents, reports, data, studies, literature and research papers.
  • Support administrative tasks on the preparation of staff UN Laissez-Passer (UNLP), visas, UN Identification (ID) and residence identification.
  • Provide overall secretarial and administrative support in the implementation of different projects in IICBA. Perform any other duties assigned by the management of the Institute.

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)

-

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

  • Completed secondary, technical or vocational education.

 

Work Experience

  • At least five (5) years of relevant professional experience in secretarial, administrative or related tasks in an international environment.

 

Skills & Competencies

  • Excellent interpersonal skills and ability to establish and maintain positive working relationships, team-worker oriented.
  • Excellent communication skills, both in writing and orally, in Amharic and English.
  • Excellent organizational and coordination skills.
  • Ability to work effectively within tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
  • Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
  • Ability to set priorities and monitor own work plans.
  • Sense of diplomacy, discretion and professional integrity.
  • Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc.).

 

Languages

  • Excellent knowledge (oral and written) of Amharic and English.

DESIRABLE QUALIFICATIONS

Education

  • Specialized training/certification in administration and/or office management or related field.

 

Work Experience

  • Work experience in similar functions within the UN system or an international organization/institution, or for a supervisor with senior management responsibility and/or high-level officials.

 

Skills & Competencies

  • Familiarity with the work and general functioning of international organizations and/or of the UN system.
  • Excellent proof-reading skills.

 

Languages

  • Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 18,481 US $.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

 

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as an interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

Footer

UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.

Please note that UNESCO is a non-smoking Organization. 

Apply now »