JOB DETAILS:

Basic Purpose
The position falls under the overall authority of the UNESCO DAR Head of Office (HoO) and UNESCO Representative, and the direct supervision of the Head of Office and Representative. This post is in UNESCO Dar es Salaam Office. This post performs a variety of administrative and office support duties to contribute to the smooth and efficient running of the Office activities and the flow and management of information within the Head of Office (HoO) and UNESCO Representative office.

Major Activities
• Arranges appointments for the HoO, receives visitors, places and screens telephone calls and responds to routine requests for information.
• Reviews, records, distributes, and processes incoming mail; follows up on impending actions; routes information and queries for response as appropriate. Responds or drafts responses to standard/ routine correspondence and other communications. Uses word processing package to produce a wide variety of large, complex documents and reports, including formatting more complex letters, reports, technical documents, newsletters, and other material. Proofreads documents and edits texts for accuracy, grammar, punctuation, and style, as well as for adherence to established standards for format. Searches, assembles, compiles, and organizes information and reference materials from various sources for reports; creates spreadsheets and presentations; prepares graphs, charts, and other visual aids.

• Provides secretarial, administrative and logistics support to meetings, committees, conferences etc.; prepares and write invitation letters; compiles and distributes working documents and other material; takes notes of internal meetings; makes travel and hotel arrangements and prepares travel authorizations/ claims for the supervisor and/or the participants; compiles, calculates and prepares cost estimations; prepares standard limited components of budget/ expenditure.
• Performs general administrative tasks (e.g., leave and attendance recording, input, and retrieval of information in the automated systems; budget follow-up etc.).
• Maintains and updates the Office electronic and paper records/files (e.g., information databases, mailing lists, participant lists); classifies and codes material; provides information to colleagues on records management standards and practices; and facilitates file transfers and retrievals.
• Additional activities that may be required to ensure the success of the work team.

Education
• A university degree in Secretarial science, Administration, public relation, and related field.
• Minimum 3 years of relevant professional experience in the Secretarial field, of which preferably 1 years acquired at international organizations.
• Experience in working with diverse institutions, such as, multi-lateral agencies, and non-government organizations.

Skills and competencies
• Ability to write compelling minute statements, response letters, position papers and information materials.
• Computer literacy (MS Word, Excel, PowerPoint, website management software).
• Excellent interpersonal skills, tact, and diplomacy.
• Credibility and confidence, with high level organizational skills, involving a wide range of partners (including relevant Government Ministries, donor partners and civil society).
• Experience working with diverse institutions.
• A key requirement in excellent interpersonal skills, tact and diplomacy, ability to multi-task, prioritize and deliver to deadline, as well as work under pressure.