SECRETARIAL ASSSISTANT

OVERVIEW

Post Number : 3PEADM0703RP

Grade : G-5

Parent Sector : Field Office

Duty Station: Lima

Job Family: Administration

Type of contract : Fixed Term

Duration of contract : 1 year 

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 21-MAR-2022

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

Only candidates entitled to work in Peru can apply for this post.

OVERVIEW OF THE FUNCTIONS OF THE POST

This post is located in Lima Field Office and works under the overall authority and direct supervision of the Office Director. This post coordinates and performs the full range of office and management support and administrative tasks and provides direct assistance to the Director in order to ensure quality and consistency of the flow of office work and management of the information of the Office. 

The post requires the ability to prioritize tasks and to organize work independently based on general direction from the supervisor and Administrative Officer.

Work is carried out in accordance with UNESCO policies, directives, practices, Staff Regulations and Staff Rules, HR and Administrations Manuals, protocol practice and directives, circulars, notes, correspondences, received, written and verbal instructions. 

Long Description

The incumbent shall:

• Screen requests for appointments with supervisor according to the nature of the requests and their urgency; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments or rearranges schedules disrupted by unexpected events; receive visitors; and place and screen telephone calls. 
• Attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
• Prepare draft technical responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures. 
• Carrie out quality control functions for outgoing documents; proofread and edits texts for adherence to format, grammar, punctuation and style.
• Perform a variety of administrative duties (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget preparation and follow-up, etc.)
• Search, compile and organize background information and reference materials from various sources for reports, briefs and speeches. Generate a variety of statistical and other reports from various databases. 
• Create and maintain the Office filing and reference systems. Periodically review the efficiency of office procedures and makes recommendations for improvement.
• Update office websites/applications, directory of national authorities, knowledge management tools/ databases etc.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

EDUCATION

• Completed Secondary, technical and/ or vocational education

WORK EXPERIENCE

• A minimum of 5 (five) years of relevant professional work experience in administration, secretarial support and/or related field(s).

SKILLS AND COMPETENCIES

• Good communication skills including ability to draft correspondence and correct documents.
• Good organizational and coordination skills.
• Excellent interpersonal skills, tact and diplomacy.
• Ability to operate fairly independently; to take initiative and work effectively in a team.
• Flexibility, adaptability and readiness to work under pressure.
• Client-oriented and problem solving attitude.
• Very good knowledge of office applications (i:e MS Word, Outlook, Excel, and PowerPoint).

LANGUAGES

• Excellent knowledge (spoken and written) of English and/or French and good knowledge of the other language.
• Excellent knowledge (spoken and written) of Spanish.

DESIRABLE QUALIFICATIONS

EDUCATION

• Training/certification in accounting, finance or administration.

WORK EXPERIENCE

• Experience in the field of secretariat and administration in an international environment.

SKILLS AND COMPETENCIES

• Knowledge of UNESCO rules and practices, procedures, protocols.

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.