Loading...
Share this Job

Office Assistant

Office Assistant

Post Number : PAX 330

Grade : G-4

Parent Sector : Priority Africa and External Relations Sector (PAX)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 29-FEB-2020

 

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

 

Long Description

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

OVERVIEW OF THE FUNCTIONS OF THE POST

 

Under the overall authority of the Assistant Director-General for Priority Africa and External Relations (ADG/PAX) and the Director of the Division for External Relations (DIR/DRX), and the direct supervision of the Chief of the Section for Cooperation with the United Nations and other intergovernmental organizations (PAX/DRX/UN), the incumbent is responsible for providing programme and administrative support services.

 

In particular, the incumbent will:

  • Collect and organize the pertinent information, data and documentation from different sources (Internet, office files, records, etc.) for the supervisor’s concept note and reports; prepare summaries and statements and support the preparation of briefings, including briefings for the Deputy Director-General (DDG) and Director-General (DG).
  • Register and analyse incoming correspondence (including electronic), and determine their importance and priority; follow-up on the preparation of correspondence, reports, briefing notes and other documents for the Chief, ADG/PAX, DDG or DG; monitor deadlines for required actions or reply. Screen appropriate telephone calls, general inboxes and other inquiries and information requests; receive visitors, or refer them to the appropriate contacts.
  • Draft general correspondence and memoranda, and answer to requests for information on programmes and activities; review and ensure correspondence and other documents complying with UNESCO standard protocol and practices; modify or provide suggestion for format, style, spelling or grammar.
  • Prepare, process, verifiy various documents for the Section (e.g. briefs, reports, contracts, budget, workplans and individual entries in internal system); prepare draft contracts and register contract details in internal system as approved by the supervisor; verify invoices against contract terms and conditions and prepare contract modifications and requests.
  • Establish, maintain and update Section’s files and reference systems (both paper and electronic), including the IGO databases, other manual and electronic information and retrieval systems according to UNESCO’s rules.
  • Assist in the organization of meetings and missions, by entering travel details, making travel/mission arrangements, taking part in logistical arrangements for facilities and equipment, maintaining and updating lists, preparing correspondence and assembling documents and following up required actions. Provide other relevant administrative support.

 

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
-
For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS

 

Education

  • Completed secondary education and/or vocational education.

 

Work Experience

  • A minimum of three (3) years of relevant experience in office management or secretarial/administrative tasks in a national and/or international environments.

 

Skills/Competencies

  • Good interpersonal and communication skills, including ability to draft correspondence and correct documents.
  • Good organizational and coordination skills.
  • Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Diplomacy and politeness in dealing with various organizations and individuals requesting information.
  • Flexibility in adjusting to work schedules and priorities.
  • Excellent IT skills with proficiency in the use of MS Office (Word, Excel, PowerPoint, Outlook).

 

Languages

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

 

DESIRABLE QUALIFICATIONS

 

Education

  • Training/certification in administration and/or office management.

 

Work Experience

  • Experience in providing programme and administrative support services within UN system or a similar international organization/institution.

 

Skills/Competencies

  • Knowledge of UNESCO’s administrative procedures and standard practices.
  • Knowledge of UNESCO’s business applications/systems/tools (SISTER, SAP, DUO, etc.).

 

Languages

  • Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, 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 and UNESCO's career website.

ASSESSMENT

Evaluation of qualified applicants may include an assessment exercise and a competency-based interview.

Footer

 

UNESCO applies a zero tolerance policy against all forms of harassment

UNESCO is committed to promoting geographical distribution (last update) and gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply, as well as nationals from non- and under-represented Member States. Persons with disabilities are also encouraged to apply. Worldwide mobility is required for staff members appointed to international posts.

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