SECRETARIAL ASSISTANT

Paris

Under the overall authority of the Assistant Director-General for External Relations and Public Information, and the direct supervision of the Director of the Division of Relations with Member States and Partners, the incumbent shall provide a full range of office and administrative support as well as some technical assistance to the supervisor and to the Division as whole, such as\:

  • Research and provide the right information and documentation for the Director's statements and reports; contribute to the preparation of daily press reviews presentation.
  • Organize briefing sessions for newly appointed permanent delegates and members of the Permanent Delegations to UNESCO. Coordinate the preparation of quarterly orientation seminars for new permanent delegates.
  • Analyse and distribute incoming correspondence and documents; determine the importance and priority of documents received, propose follow-up actions to the supervisor's approval. Establish deadlines for required action or reply; follow-up with section Chiefs and other professionals on deadlines for answers or other required action.
  • Manage the agenda of the Division Director; provide administrative and organizational support for meetings and missions.
  • Prepare correspondence and answers requests for information on programs and activities; review correspondence and other documents prepared in English and/or French for the signature of the Senior Management; make or recommend changes to format, style, spelling or grammar; do informal translation of documents.
  • Prepare, process and verify various documents (briefs, reports, contracts, budget, workplans etc.); prepare draft contracts and enter contract details in SAP. Verify invoices against contract terms and conditions, prepare contract modifications and requests for payments.

EDUCATION

  • Completed secondary, technical and/or vocational education.

WORK EXPERIENCE

  • A minimum of five (5) years of relevant experience in secretarial or administrative tasks in an  international environment.

SKILLS/COMPETENCIES

  • Excellent interpersonal and communication skills, including drafting skills in English and/or French.
  • Very good organizational, coordination and filing skills.
  • Flexibility to adjust work schedules and priorities.
  • Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Good computer skills (Word, Excel, Outlook, PowerPoint, etc.).

LANGUAGES

  • Excellent knowledge of English or French and good knowledge of the other language.

 

EDUCATION

  • General administrative training.

SKILLS/COMPETENCIES

  • Knowledge of UNESCO’s Systems, policies and standard practices as well as administrative policies, processes  and procédures.
  • Knowledge of UNESCO administrative tools (SISTER, SAP etc.).

LANGUAGES

  • Knowledge of another official UNESCO language (Arabic, Chinese, Russian or Spanish).
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris
  • Grade: GS-5, General Service
  • Occupational Groups:
    • External Relations
    • Administrative support
  • Closing Date: 2017-02-12

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