Administrative Assistant

OVERVIEW

Post Number:3COIOC 0002PA

Grade:G-4

Parent Sector:Intergovernmental Oceanographic Commission (IOC)

Duty Station:Cartagena

Job Family:Administration

Type of contract:Project Appointment

Duration of contract:1 year

Recruitment open to:Internal and external candidates

Application Deadline (Midnight Paris Time):12-APR-2026

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

(Only candidates who are entitled to work in Colombia may apply to this position)

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

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall supervision of the Head of IOC Marine Policy and Regional Coordination Section and the direct supervision of the Head of the IOC Sub-Commission for the Caribbean and Adjacent Regions (IOCARIBE) the Programme Assistant will support the overall implementation of the regional activities of the IOCARIBE Sub-Commission located in the city of Cartagena Colombia by managing the daytoday agenda and activities of the Head of IOCARIBE.

In particular the Programme Assistant will:

• Prepares routine correspondence as required or on own initiative for administrative processes; process documents (e.g. briefs reports and other documents); reformat or finalize the formatting of documents; collect and/organize information and data related to the Subcommissionss programmes and activities from a variety of sources (Internet office files records etc.) and presents it in the required format. Reviews correspondence and other documents prepared in English and/or in French for the signature of the Head of the Office and recommends changes to format style spelling or grammar.
• Maintains an organized and updated filing and reference systems and other manual and computerized information and reference systems if necessary; verifies invoices and prepares payment request.
• Manages the Heads agenda schedules/reschedules appointments makes travel/mission arrangements organizes meetings prepares correspondence and assembles documents for these meetings/missions takes notes and follow-up on required action.
• Assists in the organization of IOC/UNESCO meetings missions international conferences seminars workshops and other events held in the Caribbean Region; arranges for meetings facilities and equipment; makes travel arrangements ensuring compliance with existing staff and participants travel procedures and practices prepares correspondence and assembles documents for staff and participants.
• Receives analyzes sorts registers and distributes incoming correspondence and other documents; determines the importance and priority of documents received and follows up on required action.
• Serves as the Sub commissions administrative focal person answers enquiries and/or refers them to the appropriate division/section or staff; maintains telephone log take messages makes appointments receives visitors; operates a variety of office equipment including photocopier facsimile electronic mail etc.; coordinates the day-to-day work of the office.
• Supports financial and budgetary management and monitoring by: Organizing control of budget expenditures by preparing payment documents and compiling financial annual reports.; ensuring full compliance of financial processes and financial records with UNESCO rules regulations policies and strategies.; reviewing contract deliverables and payment schedules for all Partners and contractors and providing notification of any upcoming or past deadlines for invoices etc.; organizing and coordinating the procurement of services and goods in accordance with UNESCOs procedures and requirements;
• Acts as the designated Security Focal Point for all United Nations staff working or visiting the Cartagena area.
  

COMPETENCIES (Core / Managerial)

-

REQUIRED QUALIFICATIONS

Education

• Completed secondary technical or vocational education.

Work Experience

• Minimum three (3) years of work experience of which (1) one to (2) two years of experience in general administration functions preferably on operational projects implementation/management or related field.

Skills and Knowledge

• Good organizational skills with emphasis on quality efficiency and aptitude to work under pressure and tight deadlines.
• High attention to detail excellent time management skills and demonstrates a high level of organization in work.
• Demonstrated ability to conceptualize analyze compile and synthesize information in coherent and succinct formats.
• Flexibility to adjust schedules and work priorities.
• Strong command of computer Microsoft applications such as Word Excel Access PowerPoint Adobe Acrobat.

Languages

• Excellent knowledge (written/spoken) of English and Spanish.

DESIRABLE QUALIFICATIONS

• Familiarity with the United Nations.
• Knowledge of UNESCO standard administrative procedures and practices would be an asset.
• Good knowledge of French.
  

BENEFITS AND ENTITLEMENTS

UNESCOs 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 isCOP.

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 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 addition candidates may be requested to provide additional information which may be pertinent to the positions 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 personnel 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.
• 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.
• The statutory retirement age at UNESCO is 65 years.
• UNESCO does not charge a fee at any stage of the hiring process.
• Please note that UNESCO is a non-smoking Organization.