Executive Assistant
OVERVIEW
Post Number : CAB 087
Grade : G-6
Parent Sector : Office of the Director-General (CAB)
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) : 30-MAY-2023
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 guidance and direct supervision of the Director of Cabinet of the Director-General (DIR/CAB), the incumbent provides secretarial, administrative and communication support to the DIR/CAB through the efficient and discreet management of information and documentation, organization of/preparation for meetings and missions and follow-up on actions. This involves direct contact with staff, managers and high-ranking officials within and outside the Organization.
In particular, s/he will:
- Take full responsibility for the schedule of the Director of Cabinet; arrange appointments and maintain the agenda of the DIR/CAB; serve as the first point of contact and liaison with senior officials; receive visitors (often high-ranking); screen telephone calls and answer enquiries; prioritize and resolve competing demands, organize travel and missions of the Director of Cabinet. Ensure reactive and smooth communication and coordination with the secretariat of the Director-General.
- Support the work of the DIR/CAB with respect to communications, workflows and administrative rules; coordinate and follow up effectively and efficiently; facilitate interaction and information flow; identify and bring sensitive, complex and urgent matters to the attention of the DIR/CAB; disseminate and provide information and guidance to staff at all levels within the cabinet.
- Organize and take full responsibility of the smooth and efficient running of DIR/CAB activities, establishing and improving procedures, tracking and filing systems for correspondence and documents, monitor work progress and cases of priority and concern to the DIR/CAB; organize high-level meetings ensuring the production and distribution of documentation, note taking and minutes.
- Research, compile and summarize materials in preparation of reports, briefings, speeches; prepare materials and presentations for official missions/special meetings; independently handle a wide range of complex and confidential information requests and queries; draft responses to a diverse, high-level and wide range of correspondence and other communications.
- Demonstrate reactivity, adaptability and communication skills with colleagues and interlocutors on a daily basis. Capable of working in a complex environment and coping with a heavy workload.
Long Description
Long Description
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical or vocational education.
Work Experience
- At least 8 years of relevant work experience in secretarial, administrative tasks in an international professional environment.
- Experience working for a supervisor with senior managerial responsibility and/or high-level officials.
Skills and competencies
- Excellent interpersonal and communication skills.
- Excellent drafting skills in English or French.
- Excellent organizational and coordination skills.
- Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
- Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules.
- Sense of diplomacy, discretion and professional integrity.
- Excellent IT skills (Outlook, Word, Excel, PowerPoint).
Languages
- Excellent knowledge of either English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Education
- Specialized training/certification in administration and/or secretariat.
Work Experience
- Knowledge of UNESCO rules, administrative procedures and standard practices.
- Working experience in similar functions within the UN system or an international organization/institution.
- Working experience in cultural institutions.
Languages
- Knowledge of another official language of UNESCO (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.
The approximate annual starting salary for this post is 46 568 Euros.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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.