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Executive Assistant

OVERVIEW

Post Number : DBS-101

Grade : G-6

Parent Sector : Bureau for Digital Business Solutions (DBS)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years with possibility of renewal

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 05-SEPT-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

Long Description

The incumbent reports directly to the Chief Information and Technology Officer (CITO) and works closely with the management team of the Bureau for Digital Business solutions. He/she coordinates and delivers a full range of variety of administrative support services to ensure the effective functioning of the CITO Office. The incumbent will:

Long Description

  • Manage the Director's agenda and schedule appointments. Receive and filter the Bureau Director's telephone calls, providing information and re-directing calls, where possible, to the appropriate unit. Make travel and mission arrangements. Organize meetings, prepare correspondence and assemble documents for these meetings/missions, as well as take notes and follow up on required actions.
  • Facilitate interaction and information flow between the Director and staff members of the Bureau; identify and bring sensitive complex and urgent matters to the attention of the CITO.
  • Receive, analyze, register and distribute incoming correspondence and other documents. Determine the importance and priority of documents received and whether they should be seen by the Director or handled directly by technical/information specialists within the Bureau/sections, and establish deadlines for required action or reply. Follow up with Section Chiefs and other professionals on deadlines for answers or other required actions.
  • Prepare correspondence (often high level) and answer to requests for information on Bureau technical/informations and activities, providing relevant documentation. Review correspondence and other documents prepared in English and/or French for the signature of the Bureau Director, and make or recommend changes to format, style, spelling or grammar, as well as make informal translation of documents.
  • Establish and maintain the Bureau's files and reference systems for documents and correspondence, as well as procedures for the processing and approval of documents. Provide instructions and guidance to other support staff within the Bureau and to new Professional employees on UNESCO policies, procedures and practices related to administrative matters, the preparation and handling of documents and correspondence, relations with Member States and the organization of statutory and other meetings and missions, and on the office automation tools used by the Bureau.

Long Description

  • Prepare/process various documents (e.g. minutes briefs, reports, briefings, contracts, budget and other documents). Reformat or finalize the formatting of documents using various software (e.g. MS Word, PowerPoint, Excel, Visio, etc... ). Collect and organize information and data related to the Bureau technical/informations and activities from a variety of sources (Internet, office files, records, etc... ) and present it in various formats as required. Enter information and data into central computerized systems (e.g., leave reports system, etc).
  • Provide assistance and support in Human Resources activities. Prepare documentation to facilitate different HR transactions (recruitment, classification, training, etc.) and maintain a log of transactions in process. Follow up on the status of requests. Maintain records/HR files for the Bureau. Maintain organization charts up to date by tracking post and staff changes, updating charts and submitting them to the supervisor for management approval. Maintain leave records/schedules and provide information on the rules and procedures regarding leave and provides advice and guidance on the resolution of leave related issues.
  • Perform additional activities that may be required to ensure the smooth operation of the CITO office.

Long Description

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, and/or vocational education

 

Work Experience

  • A minimum of eight (8) years of relevant work experience in secretarial, office coordination, administrative or related functions.

 

Skills and competencies

  • Excellent communications skills (oral and written), including excellent drafting skills in English and French.
  • 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, tight deadlines and priorities.
  • Sense of diplomacy, discretion and professional integrity.
  • Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc..).

 

Languages

  • Excellent knowledge of English and French (both written and oral).

DESIRABLE QUALIFICATIONS

Education

  • A university degree would be preferable.
  • Specialized training/certification in administration and/or secretariat.

 

Work Experience

  • Working experience in an IT or digital environment
  • Working experience within the UN System or another international organization/institution.

 

Skills and competencies

  • Knowledge of information technologies

 

Languages

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

ASSESMENT

An assessment exercise may be used in the evaluation of candidates

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.