Secretarial Assistant

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

Post Number : CI-014

Grade : G-4

Parent Sector : Communication and Information Sector (CI)

Duty Station: Paris

Job Family: Communication and Information

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 08-DEC-2019

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

The post is located in the Executive Office of the Communication and Information Sector (CI) and works under the overall delegated authority of the Assistant Director-General for Communication and Information and the direct supervision of Chief of Executive Office (CI/EO).  

As a team member, the incumbent provides secretarial, administrative and programmatic support to Chief CI/EO and overall to ADG/CI for a variety of programme coordination matters resulting in punctual submission of Sector contributions.  In particular, s/he will:

• Provide secretarial assistance to the Chief of the Executive Office (CI/EO): Schedule meetings; Compile background information and documents; Respond to telephone, and communicates sensitive/complex information, and coordinate expedite responses to inquiries/correspondence on behalf of the supervisor. Provide general information concerning the sector.  Draft routine correspondence in English and French; Reviews documents, makes/recommends changes to format, style, spelling and/or grammar.  Perform informal translations of short texts and correspondence to facilitate communications.  Provide support before and during meetings of Executive Board and General Conference.  Create and maintain the filing system both electronic and printed files of the Executive Office.
• Process and monitor the deadlines: Receive, analyze, sort, register, distribute, monitor and ensure follow-up of deadlines established by Chief CI/EO and Office of the Director-General for a variety of requested information on CI Sector activities. Provide assistance and training to CI programme specialists and assistants in the utilization of the CI Electronic SharePoint
• Compile information and obtain input and clarification on relevant Sector contributions on programme activities and briefings from CI Divisions for briefings to be prepared for the Director-General and ADG/CI official visits and meetings and in response to numerous requests from ODG, Central Services and other Programme Sectors. 
• Prepare/process a wide variety of documents; Reformat or finalize the formatting of documents/reports using appropriate software such as MS Word, Excel, PowerPoint, Visio, etc. Collect/organize information/data/statistics from a variety of sources and present it in required format.
• Organize official meetings (in particular CI Sector’s information Meetings with Permanent Delegations, events (CI Lectures), workshops, etc. related to sector activities.  Arrange meeting venue, facilities, translation, webcast, equipment, and other logistical support.  Provide administrative support for the events; Prepare invitation letters and agendas in English and French, collate/ format information and data for presentation in final form; Make travel arrangements; Prepare, assemble and distribute documents; Collect minutes/ information and  prepare associated documentation.
• Provide assistance to programme specialists in HQs and in the field regarding UNESCO System of Information on Strategies, Tasks and the Evaluation of Results (SISTER) and other electronic tools for programme and budget: (entry information, liaise with the SISTER teams on troubleshooting issues).  Prepare reports from such tools as required for the CI Sector.

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• Minimum three (3) years of relevant work experience in performing secretarial or administrative support tasks at national and/or international levels, of which at least 1 year of relevant professional experience acquired within the UN  system or another international organization.

Skills/Competencies

•   Knowledge of UNESCO rules, administrative procedures and standard practices.
•   Good drafting skills.
•   Good organizational and coordination to make meeting, travel arrangements; to assemble documentation for meetings ensuring that deadlines are met.
•   Ability to take initiative and to work in an international and multicultural environment.
•   Discretion, tact, diplomacy, and readiness to provide quality and timely support to the Chief CI/EO and to interact with staff at all levels within the UNESCO and partners.
•   Flexibility to adjust work schedules and priorities. Capacity to work under pressure.
•   Excellent computer skills: Proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint).

Languages

• Excellent knowledge of English or French is required and good knowledge of the other is an asset.

Work Experience

• Experience in informal translations (English to French or French to English) desirable.

Skills/Competencies

• Excellent proofreading skills in English or in French languages.
• Knowledge of SISTER.
• Knowledge of UNESCO business applications e.g. IRIS, DUO's applications (Contract Management, Travel, NICE, etc.)

Languages

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