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Executive Assistant (Culture)

OVERVIEW

Post Number : CLT 390

Grade : G-7

Parent Sector : Culture Sector (CLT)

Duty Station: Paris

Job Family: Culture

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 02-SEP-2022

 

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


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

OVERVIEW OF THE FUNCTIONS OF THE POST


Under the overall authority and direct supervision of the Assistant Director-General for Culture (ADG/CLT), the incumbent provides substantive and administrative support services to the ADG through the efficient and discreet management of office information and documentation flow, organization of/preparation for meetings and follow-up on actions required and deadlines/commitments made, management of the ADG's agenda, coordination and communications between Entities/Units in the Sector on relevant issues in close cooperation with the Executive Office of the Culture Sector (EO/CLT). This involves direct contact with managers and staff at large, contacts with high-ranking officials, both within and outside the Organization. The post requires the ability to set priorities and to organize work independently based on established guidelines and general direction from ADG/CLT.

 

In particular, the incumbent will:

Long Description

  • Organize the work of the Office of the Assistant Director-General for Culture (ADG/CLT) with respect to communications, conferences, meetings and workflows; facilitate interaction and information flow between ADG/CLT and staff members of the Culture Sector; identify and bring sensitive, complex and urgent matters to the attention of the ADG/CLT and to the Sector staff as appropriate; disseminate and provide information and guidance to staff within the Sector.
  • Take full responsibility for the schedule of ADG/CLT with appropriate consultation as required; arrange appointments and maintain the agenda of ADG/CLT; contact and liaison with senior officials; receive visitors; place and screen telephone calls and answer enquiries; prioritize and resolve related competing demands, organize travel and missions of ADG/CLT.

Long Description

  • Organize and facilitate the substantive and administrative support work of the office by taking full responsibility of its smooth and efficient running, establishing and improving internal procedures, tracking and filing systems for correspondence and documents, evaluating and enhancing the operation of paper-based and electronic systems to ensure effective access to information and documents, proposing deadlines; verify the completion of work in accordance with corporate standard and within established deadlines; monitor work progress and cases of priority and concern to ADG/CLT.
  • Organize high-level meetings including taking responsibility for the finalization of the agenda, the invitations, the production and distribution of documentation, note taking and preparating of minutes of meetings as well as follow-up on required actions.

Long Description

  • Research, compile and summarize background materials for use in preparation of reports, briefings, speeches; scan information sources to identify issues of interest to ADG/CLT; support ADG/CLT in preparing materials and presentations for official trips/special meetings; independently handle a wide range of complex information requests and queries; draft responses to a diverse, high-level and wide range of correspondence and other communications; communicate sensitive information to senior management and coordinate responses to sensitive/complex inquiries on behalf of ADG/CLT.
  • Follow up on the preparation by staff of reports, correspondence, briefing notes and other documents for ADG/CLT; exercise quality control function for the outgoing documents and correspondence; proof-read, edit and review texts for adherence; prepare correspondence for the signature of ADG/CLT, make informal translations, as well as contribute and maintain elements within the digital and shared institutional memory of the Sector.

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)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

 

Education

  • Completed secondary, technical or vocational education.

 

Work Experience

  • Minimum ten (10) years of relevant work experience in secretarial, administrative support service or related tasks in an international professional environment.
  • Experience working for a supervisor with senior managerial responsibility and/or high-level officials is required.
     

 

Skills and competencies

  • Excellent interpersonal and communication skills.
  • Strong service-oriented skills and ability to deal efficiently and tactfully with different internal and external partners/institutions and other stakeholders at all levels in a multicultural environment.
  • Excellent organizational and coordination skills with ability to take initiative, establish priorities and monitor own work plans.
  • Ability to deal with complex and sensitive situations and flexibility to adjust work schedules.
  • Very good skills in drafting correspondence and concise reports in English or French, with strong attention to detail.
  • Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently under pressure.

  • Sense of diplomacy, discretion and professional integrity.
  • Excellent knowledge of IT tools, with proficiency in the use of MS office (Word, Excel, Outlook, PowerPoint).

 

Languages

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

DESIRABLE QUALIFICATIONS

 

Education

  • Specialized training/certification in administration and/or secretariat.

 

Work Experience

  • Experience with UNESCO and/or in an international institution/organization and/or the UN System.

 

Skills and competencies

  • Knowledge of UNESCO’s rules, regulations and procedures.

 

Languages

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

BENEFITS AND ENTITLEMENTS

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.

 

For more information in benefits and entitlements, please consult ICSC website.

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 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.