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Clerk-Secretary to Director (SB-2 Peg1)

OVERVIEW

Parent Sector : Field Office

Duty Station: Almaty

Job Family: General Administrative Support

Type of contract : Non Staff

Level : Level 2

Duration of contract : 01 November 2021 to 28 February 2022 (4 months)

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 20-OCT-2021

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

(Only candidates who are entitled to work in Kazakhstan may apply to this position)

OVERVIEW OF THE FUNCTIONS OF THE POST

 

Under the direct supervision and functional authority of the Director of UNESCO Almaty Office, the incumbent will be responsible for providing administrative tasks in order to ensure the effective functioning of the Director’s Office including programmatic co-ordination and liaison support to facilitate the Office’s participation in joint projects and activities in response to UNCT initiatives and foster relations and co-operation with National Commissions in the Almaty Office Cluster countries and other government partners and donorsUnder the direct supervision and functional authority of the Director of UNESCO Almaty Office, the incumbent will be responsible for providing administrative tasks in order to ensure the effective functioning of the Director’s Office including programmatic co-ordination and liaison support to facilitate the Office’s participation in joint projects and activities in response to UNCT initiatives and foster relations and co-operation with National Commissions in the Almaty Office Cluster countries and other government partners and donors.

 

More particularly, the incumbent will:

Long Description

  • Assure the efficient functioning of the office of the Director, by preparing and daily and long-term agenda and related follow-up, scheduling meetings and appointments; Building and maintaining  lists of partners regularly up-to-date, including National Commissions, other governments partners, UN, donors and other key partners; Organize administrative and logistical aspects of meetings and participate as required/requested, take notes and dictation, prepare summaries and Director of Office's brief reports,  and maintain strict control of confidential documents.

 

  • Liaise with the UNRCO and UNCT in Kazakhstan, Kyrgyzstan and Tajikistan; Compile inputs to documents for the UNCT purposes; Ensure that all UNCT contacts information is up-to-date and that UNESCO is included in all appropriate e-mail and mailing lists; Conduct any other duties that may be assigned to facilitate UNESCO’s participate the UNCT cooperation.

 

  • Monitor deadlines and ensure a timely response to all deadlines of the Office; Supervise work prepared for the visa/signature of the Director of Office by checking for content, grammatical and typographical errors, as well as ensuring proper format for all such documents; Screen incoming mails and channel to relevant officers;  Draft and translate correspondence and documents;  Answer and filter telephone enquiries, prepare draft responses to faxes and e-mails;  Provide general information on questions related to the activities of the Office.

Long Description

  • Assume the organization of the Office of the Director in line with UNESCO rules, regulations and standards on paper and electronic archiving; review regularly the state of the Office archives and update them as required; classify and file reports, documents, letters, workplans, project reports;  monitor and follow-up pending affairs;  Assure the liaison between the Director of Office and his/her staff and timely communication with UNESCO Headquarters on the follow-up of activities and relevant administrative issues, informing BFC, the various Sectors and Services.

 

  • In collaboration with Administrative clerk,  prepare Director of Office's mission plans (itinerary, travel arrangements, mission programme), prepare mission reports, assist in the follow-up of activities in co-ordination with the administrative services and programme staff.

Long Description

  • Undertake any other related tasks or assignments requested by the Director of Office or another immediate Supervisor.

COMPETENCIES (Core / Managerial)

Teamwork (C)
Communication (C)
Planning and organizing (C)
Results focus (C)
Accountability (C)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

  • Completed higher education degree in management, administration or another related field.

 

Work Experience

  • Minimum of 2 years of professional experience in secretarial, administrative and/or programme support service is required at the national or international level.

 

Languages

  • Excellent knowledge (written and spoken) of English and Russian.

DESIRABLE QUALIFICATIONS

Work Experience

  • Experience in the UN System or an international organization

 

Languages

  • Knowledge of Kazakh.

BENEFITS AND ENTITLEMENTS

  • Salary: *409 887 KZT monthly (including 10% for pension and 5% for medical insurance)

(*subject to change in case of changes in UNESCO Almaty SC salary scale)

  • UNESCO's salaries are paid in local currency (Kazakh tenge).
  • Other benefits include: 2.5 days annual leave for each completed month of service, 5% for medical insurance and 10% for pension plan are included into the monthly salary.
  • Please note that UNESCO is a non-smoking Organization.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.