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Operations Assistant

OVERVIEW

Position Number: 1CAUIS0106PA

Grade: G-5

Parent Sector: Institute for Statistics (UIS)

Duty Station: Montreal

Job Family: General Administrative Support

Contract Type: Project Appointment

Duration of contract: 1 year

Recruitment open to: Internal and external candidates

Application deadline (Midnight Paris Time): 12/06/2026

 

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

Duration of contract: 1 year with possibility of extension subject to availability of funds and satisfactory performance. 

INSTRUCTIONS

 Only candidates who are entitled to work in Canada may apply to this position.

 

ORGANIZATIONAL CONTEXT

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.

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the direct supervision of the Associate Finance and Administrative Officer, the Operations Assistant will provide day-to-day operational and reception support to the UIS. The incumbent will contribute to the efficient delivery of administrative services in compliance with UNESCO rules and regulations, ensuring that UIS programme teams are well supported to focus on data production, technical assistance to Member States, and partnership delivery.

KEY ROLE AND RESPONSIBILITIES

Under the supervision of the Associate Finance and Administrative Officer, the incumbent will execute the following tasks:

 

General Accountabilities

  • 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.

Long Description

Reception Accountabilities

  • 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. 

Long Description

Logistics Accountabilities

  • Procurement: Support the initiation of procurement actions; assist in preparing purchase orders and contracts; track requisition status; and maintain regular liaison with suppliers. 
  •  Shipment and mailing: Arrange shipments and provide guidance on shipping requirements; liaise with customs authorities as needed; and manage mail and courier services.
  • Asset verification: 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.

Long Description

COMPETENCIES - Core (C) & Managerial (M)

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

Short Description

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

  • Completion of secondary, technical or vocational school education.

 

WORK EXPERIENCE 

  • Minimum of five (5) years of relevant professional experience in general administration, finance, procurement, human resources, or related fields in a large organization.

Long Description

SKILLS AND COMPETENCIES

  • 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

 

LANGUAGES 

  • Excellent knowledge (written and spoken) of English and French.

DESIRABLE QUALIFICATIONS

EDUCATION

  • Diploma of College Studies (DCS/DEC) in social sciences, accounting, finance, or other related area.
  • Training in Secretarial Studies, Finance, and/or Administration.

 

WORK EXPERIENCE 

  • 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.

Long Description

SKILLS AND COMPETENCIES

  • 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.

 

LANGUAGES 

  • Knowledge of another official language of UNESCO (Arabic, Chinese, 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 CAD 53,996 per year. 

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

SELECTION AND HIRING PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted. 

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.  

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. 

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

  • 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 to 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.
  • lndividuals 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.
  • Geographical mobility is required for staff members appointed to UNESCO’s international posts.
  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. UNESCO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/UNESCO. The list can be accessed through the link: https://www.whed.net
  • The statutory retirement age at UNESCO is 65 years.
  • UNESCO appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by the Organization, is required for International Professional positions.
  • UNESCO does not charge a fee at any stage of the recruitment process.

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