UNESCO/IOC Project Office for IODE recruits: Administrative assistant

Terms of reference 

  • Job Title: Administrative Assistant
  • Payment: G3
  • Contract Dura2on: The assignment has an initial duration of 12 months, ideally starting January 2027. (Extension of the appointment is subject to satisfactory performance and extension of validity of the project and/or availability of the project fund.) 
  • Type of Contract: Service Contract
  • Duty Station: Oostende, Belgium
  • Replies to: info@iode.org
  • Deadline for submission: 4 December 2026
     

Context and purpose 

The International Oceanographic Data and Information Exchange (IODE) programme is one of the longest running programmes of the Intergovernmental Commission of UNESCO (IOC). It is established in 1961 and coordinates a global network of centres that make available millions of ocean observations that contribute to ocean data products and services, supporting IOC and its Member States as well as the wider ocean
community and society in general. 

The Ocean Biodiversity Information System (OBIS) is the global open-access data system for marine biodiversity of the Intergovernmental Oceanographic Commission (IOC) of UNESCO. Established in 2009 as a project of the International Oceanographic Data and Information Exchange (IODE) programme, OBIS brings together a network of 38 nodes and some 100 countries and gives open access to more than 200 
million observations of over 200,000 marine species. The OBIS Secretariat is hosted at the UNESCO/IOC Project Office for IODE (called hereafter PO) in Oostende, Belgium. The PO is a scientific office directly linked to the IOC with headquarters in Paris.
 

Organizational context and direct supervisor 

The PO is now looking for an administrative assistant, who will, as part of the PO team, assist with general administrative support tasks such as travel, meeting preparation, correspondence, contracts, budget supervision, and other relevant tasks. Initial activities will focus on support for two major projects coordinated by the OBIS team: i) eDNA expeditions – a global citizen science project collecting environmental DNA (eDNA) sampling in marine protected areas, including UNESCO World Heritage marine sites and biosphere reserves in some 25 countries, and ii) MOZAIEK (2027–2029, funded by the Government of Flanders through the Flanders UNESCO Science Trust Fund) that will be implemented in the Caribbean to coordinate data on marine heatwaves. 

The administrative assistant will mainly deal with full administrative support (same non-exhaustive list as above) of the two projects mentioned above. As such, the administrative assistant, working with the Project Office administration, will support the head of the OBIS programme as Responsible Officer for both OBIS projects. The assistant will also support other PO administrative work as needed. 

The incumbent will be based at the UNESCO/IOC Project Office for IODE in Oostende, Belgium (IOC/OST).
 

Expected results 

The incumbent is expected to perform the below tasks in compliance to UNESCO rules and regulations. The Administrative Assistant provides day-to-day administrative, logistical and financial-processing support to the IODE project office team with main focus on supporting OBIS and relevant projects including the eDNA Expeditions II and MOZAIEK. The main duties for this role are as follows:

  • Provide general administrative and secretarial support to IODE, particularly OBIS, to keep projects running to schedule and in line with UNESCO rules and procedures; 
  • Support the organisation of project meetings, advisory board meetings, workshops and training sessions: invitations, registration, travel and visa arrangements, venue and videoconference logistics, documentation and reimbursement of participants;
  • Prepare and follow up on correspondence, filing, contact and mailing lists, meeting agendas, notes and reports;
  • Prepare and follow up administrative and financial transactions in UNESCO systems: contracts for consultants and service providers, purchase and procurement requests, micro-grant payments, travel authorisations and payment requests; monitor budget lines and assist in preparing financial and donor reports. 
  • Prepare and follow up the shipment of field equipment such as eDNA sampling kits to participating sites: order and keep stock of supplies, pack and dispatch the kits, prepare shipping, customs and import documentation, liaise with couriers, site managers and the analysis laboratory, track deliveries and the return of samples, and keep the shipment records up to date.
  • Maintain project records and documentation: project files, deliverables and milestone trackers, participating site and partner records, and the shared project workspace, keeping information complete and up to date.
  • Support internal project communication: maintain mailing lists, help update project web pages, format and distribute newsletters, reports and training material, and answer routine inquiries from sites, partners and the public.
  • Assist with the recruitment and onboarding of project staff, consultants and interns, and provide general office support to the OBIS Secretariat as required

Assist in other administrative matters in the PO office where needed, as requested by supervisor.
 

Competencies (core/managerial) 

  • Strong organisational skills, time management, sense of priorities and attention to detail.
  • Good written and verbal communication skills; ability to correspond clearly with international partners.
  • Ability to work on two projects at the same time and to meet deadlines.
  • Discretion in handling confidential information; integrity and reliability.
  • Flexible and adaptable, team player, client- and service-oriented.
  • Good IT skills: office software, spreadsheets, shared document platforms and videoconferencing tools, and willingness to learn new software is expected.
     

Required and desirable qualifications 

Education 

  • Completed secondary, technical or vocational education
  • Additional training in administration, secretariat work and accounting is an asset

Work experience

  • At least three years of relevant experience in administrative, secretarial or project-support work.
  • Experience in an international organisation, research institute or externally funded project, and experience in organising meetings, travel and events, are strong assets. Familiarity with enterprise resource planning or financial management systems (e.g. SAP) is an advantage.

Skills and competencies

  • Strong organisational skills, time management, sense of priorities and attention to detail.
  • Good written and verbal communication skills; ability to correspond clearly with international partners.
  • Ability to work on two projects at the same time and to meet deadlines. 
  • Discretion in handling confidential information; integrity and reliability.
  • Flexible and adaptable, team player, client- and service-oriented.
  • Good IT skills: office software, spreadsheets, shared document platforms and videoconferencing tools, and willingness to learn new software is expected.

Languages

  • Excellent knowledge of English (spoken and written). Good knowledge of Dutch is an asset given the duty station in Oostende; knowledge of French is an additional asset with UNESCO-IOC HQ located in Paris.
     

Work conditions, benefits and entitlements

  • The incumbent shall work on a full-time basis within the IOC Project Office for IODE in Oostende, Belgium, according to a schedule to be agreed upon with the Head of Section and the Responsible Officer.
  • Teleworking rules can be discussed.
  • UNESCO’s salaries are paid in local currency.
  • Please note that UNESCO is a no-smoking Organization.