Operations Assistant, Montreal
United Nations Educational, Scientific and Cultural Organization
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 settingLANGUAGES
Excellent knowledge (written and spoken) of English and French.DESIRABLE QUALIFICATIONS
EDUCATION
Vacancy posted 2 days ago
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