About UNESCO Institute for Statistics (UIS)
The UNESCO Institute for Statistics (UIS) serves as the official statistical agency of UNESCO and supports 193 Member States and 12 Associate Members through the collection, analysis, and dissemination of internationally comparable data.
Established in 1999, UIS plays a critical role in providing statistical evidence across education, science, technology, innovation, culture, communication, and information sectors. The Institute supports global development agendas, including monitoring progress toward the Sustainable Development Goals (SDGs), particularly SDG 4 on quality education.
Through its 2022–2029 Medium-Term Strategy, UIS aims to strengthen data standards, improve data production, and enhance knowledge sharing to support evidence-based policymaking worldwide.
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Position Overview
UNESCO is seeking a highly organized and detail-oriented Operations Assistant to join its Administration Unit in Montreal.
Job Title: Operations Assistant
Position Number: 1CAUIS0106PA
Organization: UNESCO Institute for Statistics (UIS)
Location: Montreal, Canada
Contract Duration: 1 Year (Possibility of Extension Subject to Funding and Performance)
Salary: Approximately CAD 53,996 per Year
Application Deadline: 12 June 2026 (Midnight Paris Time)
Reporting directly to the Associate Finance and Administrative Officer, the successful candidate will provide operational, administrative, logistics, procurement, contract management, and reception support services that enable UIS teams to focus on delivering high-quality statistical programmes and services.
This role offers an excellent opportunity to work within an internationally recognized United Nations organization while supporting operations that contribute to global education and development initiatives.
Key Responsibilities
General Administrative Support
- Provide front desk and reception support, including monitoring shared mailboxes and responding appropriately.
- Serve as the focal point and secretariat for contract creation processes within UNESCO’s DUO ERP system.
- Support programme teams with procurement documentation and contract administration.
- Develop and maintain contract tracking systems to monitor commitments, liquidations, and contract closures.
- Process vendor registration documentation and resolve vendor-related issues.
- Maintain confidential and administrative records and filing systems.
- Draft routine correspondence, reports, memoranda, and administrative documents.
- Ensure all activities comply with UNESCO regulations, policies, and procedures.
- Perform additional administrative duties as required.
Reception Services
- Welcome visitors and manage front desk activities professionally.
- Confirm appointments and notify staff of visitor arrivals.
- Answer, screen, and route incoming telephone calls.
- Receive, sort, and distribute mail, packages, and courier deliveries.
- Maintain visitor logs and support office access and security procedures.
- Ensure reception and public areas remain professional and visitor-ready.
- Handle confidential information with discretion and professionalism.
Procurement and Contract Administration
- Support procurement processes and purchasing activities.
- Assist in preparing purchase orders and contractual documentation.
- Track procurement requests and contract progress.
- Liaise with suppliers and service providers regarding procurement matters.
- Support vendor registration and supplier management processes.
- Maintain procurement records and documentation.
Logistics and Operations Support
- Coordinate building maintenance requests and support facilities management activities.
- Assist with office security systems and operational procedures.
- Support stockroom and inventory management.
- Coordinate shipments, courier services, and mail operations.
- Provide guidance regarding shipping requirements and customs-related processes when necessary.
Asset and Inventory Management
- Maintain accurate asset and inventory records.
- Conduct annual physical asset verification exercises.
- Support asset disposal activities in accordance with organizational procedures.
- Maintain tracking systems for office equipment and resources.
- Ensure inventory information remains accurate and up to date.
Required Qualifications
Education
- Completion of secondary school, technical school, or vocational education.
Required Professional Experience
Candidates must possess:
- A minimum of five years of relevant professional experience in:
- General Administration
- Finance
- Procurement
- Human Resources
- Contract Administration
- Related administrative fields
Experience should preferably have been gained within a large organization.
Required Skills and Competencies
Administrative and Organizational Skills
- Excellent organizational and time-management abilities.
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Strong record-keeping and documentation skills.
Communication and Interpersonal Skills
- Excellent client service and customer support skills.
- Strong written and verbal communication abilities.
- Ability to work effectively with diverse stakeholders.
- Professional and courteous approach to visitors and colleagues.
Technical Skills
- Proficiency in:
- Microsoft Word
- Excel
- Outlook
- PowerPoint
- SharePoint
- Microsoft Teams
Professional Competencies
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Strong teamwork and collaboration skills.
- Ability to work effectively within multicultural and international environments.
- Commitment to professionalism, accountability, and service excellence.
Language Requirements
Candidates must demonstrate:
- Excellent written and spoken English.
- Excellent written and spoken French.
Preferred Qualifications
Education
The following qualifications are desirable:
- Diploma of College Studies (DCS/DEC) in:
- Social Sciences
- Accounting
- Finance
- Administration
- Related disciplines
- Additional training in:
- Secretarial Studies
- Finance
- Administration
Professional Experience
Preference will be given to candidates with experience in:
- International organizations.
- United Nations system organizations.
- Public sector administration.
- Procurement and vendor management.
- Contract administration.
- Front office and reception operations.
- SAP-based Enterprise Resource Planning (ERP) systems.
- UNESCO’s DUO system.
- Contract tracking and monitoring tools.
- Supplier and facilities management.
Additional Skills
- Knowledge of UNESCO or UN administrative and procurement procedures.
- Experience using SAP or similar ERP systems.
- Ability to develop contract and asset tracking systems.
- Awareness of facilities management and office operations.
- Experience supporting organizational process improvement initiatives.
Additional Languages
Knowledge of any of the following UNESCO official languages is considered an asset:
- Arabic
- Chinese
- Russian
- Spanish
UNESCO Core Competencies
Successful candidates will demonstrate:
- Communication
- Accountability
- Innovation
- Knowledge Sharing
- Continuous Improvement
- Planning and Organizing
- Results Focus
- Teamwork
- Professionalism
Benefits and Entitlements
UNESCO offers a competitive benefits package that may include:
- Approximately CAD 53,996 annual starting salary
- 30 days annual leave
- Medical insurance
- Pension plan
- Family-related benefits where applicable
- Professional development opportunities
- International and multicultural work environment
Benefits are provided in accordance with UNESCO staff regulations and applicable employment policies.
Why Join UNESCO?
Contribute to Global Development.
International Working Environment
Career Development
Meaningful Work
How to Apply
Interested candidates should submit a complete online application through the UNESCO Careers Portal before the deadline.
Applications must include accurate and complete information, as modifications cannot be made once submitted.
Selection Process
The recruitment process may include:
- Written assessments
- Pre-recorded video interviews
- Panel interviews
- Reference checks
- Additional documentation requests
Application Deadline
12 June 2026 (Midnight Paris Time)
Only candidates legally authorized to work in Canada are eligible to apply.
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Equal Opportunity Statement
UNESCO is committed to diversity, equity, inclusion, and gender parity. Applications are encouraged from qualified candidates regardless of nationality, gender, disability, ethnicity, religion, cultural background, or other personal characteristics.
UNESCO maintains a zero-tolerance policy toward all forms of harassment and is dedicated to fostering a respectful and inclusive workplace for all employees.
