Documentation and Logistics Assistant


Post Number :  GBS 012

Grade :  G-5

Parent Sector :  Secretariat of the Governing Bodies (GBS)

Duty Station:  Paris

Job Family:  General Administrative Support

Type of contract :  ​Fixed Term

Duration of contract : ​2 years, renewable

Recruitment open to :  Internal and external candidates

Application Deadline (Midnight Paris Time) :  26-JUL-2024


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


Only candidates who are entitled to work in France may apply to this position


Under the authority of the Director of the Governing Bodies Secretariat (GBS) and the supervision of the Deputy Secretaries of the Executive Board and the General Conference, the Documentation and Logistics Assistant’s functions are directly linked to the work of the Governing Bodies of UNESCO. The incumbent is in direct contact with the Executive Board Members, UNESCO Permanent Delegates, the President of the General Conference, the Chairperson of the Executive Board and UNESCO's staff members.

Long Description

In particular, the incumbent will be responsible for the following:


  • Providing technical, logistical and coordination support to the Governing Bodies Secretariat (GBS) for the organisation of the sessions of the Governing Bodies (room operation; sound; timer; lights; screens; country plates; slips; room signage; flags; transmission; web cast; air conditioning and heating; setting up the Commissions and Committees; etc.).
  • Organizing the Executive Board preparatory meetings, governance meetings and information meetings; arranging meeting facilities and equipment.
  • Maintaining, planning and preparing  the meeting rooms, as well as the offices of the Executive Board Chairperson and the Secretaries, and the offices of the teams of the Commissions and Committees.
  • Coordinating UNESCO catering, cleaning and maintenance teams, fire brigade and medical services.
  • Acting as focal point for the works (finding companies, obtaining quotes, monitoring work, and assessing the end of the worksite).
  • Purchasing, tendering and quality control of all supplies for GBS.

Long Description

  • Supervising the seating of Permanent Delegations with the establishment of plans.
  • Supervising temporary assistance during the sessions of the Executive Board (including research and selection, supervision, evaluation and drafting of contracts).
  • Receiving and dispatching the official speeches of Representatives, the Chairperson of the Executive Board and the Director-General, as well as the reports of the Commissions and Committees. 
  • Assisting in planning, in liaison with CLD, the documentation workflow of the Executive Board sessions, in particular with the printing shop, document planning and control.
  • Serving as focal point for the Documentation and Reception Desk (receipt and dispatch or distribution of documents of the Executive Board and the General Conference).
  • Managing the printing, storage and archiving of documents.
  • Receiving, sorting, registering and distributing incoming documents for the sessions of the Executive Board; assisting in processing priority documents received, within fixed deadlines and following-up on required action.
  • Ensuring administrative support for the preparation and co-ordination of the elections during the sessions of the Executive Board and the General Conference (elections of Executive Board Members, the Nominations Committee, Auditor-General and Director-General).

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)


For detailed information, please consult the UNESCO Competency Framework.



  • Completed secondary, technical and/or vocational education. 


Work Experience

  • At least five (5) years of relevant work experience in administrative and logistical support tasks in an international  professional environment.


Skills & Competencies

  • Sense of responsibility and organization, good judgment and cost-consciousness.
  • Ability to plan and execute a variety of complex tasks simultaneously.
  • Ability to work under pressure with a flexibility to adjust work schedules and manage competing priorities, organizing and prioritizing workloads to meet established deadlines. 
  • Good interpersonal and communication skills. 
  • Ability to show discretion, tact, diplomacy, political, cultural and gender sensibility, and politeness in dealing with high-level officials requesting information.
  • Ability to show initiative and readiness to provide quality and timely support and services to the President of the General Conference and the Chairperson of the Executive Board.
  • Good IT skills, including MS Office (Word, Excel, Outlook, Teams, etc.).



  • Excellent knowledge (oral and written) of English or French and good knowledge of the other language.


Work Experience

  • Relevant work experience in international organizations or in United Nations agencies.
  • Experience in logistical planning, coordination and preparation of governing bodies and/or intergovernmental meetings.
  • Experience in the planning of important documentation workflows, dispatching of documents and archiving.
  • Experience in works for maintenance of meeting rooms and offices.



  • Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/or Spanish).


UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 43 734 Euros.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.



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.


UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as 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. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities 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.