OFFICE ASSISTANT,
UNESCO,
Paris,
Closing Date : July 25, 2018

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Title

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

Domain : General Administrative Support - Secretarial Assistance

Post Number : CAB 010

Grade : G-3

Organizational Unit

: OFFICE OF THE DIRECTOR-GENERAL

Primary Location

: FR-Paris

Recruitment open to : Internal and external candidates

Type of contract : Fixed Term

Salary : 31 686 EUROS (Annual Salary)

Deadline (Midnight Paris Time) : July 25, 2018

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Chief of Staff and the direct supervision of the Coordination Officer in the Office of the Director-General, the incumbent is responsible for providing secretarial, administrative and logistical assistance in the Director-General’s Secretariat, in liaison with the Director-General's Executive Assistant. S/he will:

Receive telephone calls, respond to enquiries as appropriate, provide basic information concerning the Director-General's programme activities and relay important messages promptly; ensure liaison with Permanent Delegations, UN agencies, external/partner organizations and the different Sectors in UNESCO.
Perform office functions including photocopy and compilation of background information and documents for the Director-General’s briefings.
Maintain and update the filing and retrieval systems (electronic and print form) in the Secretariat of the Director-General, according to the rules issued by the Archives and Records Management Unit and maintain and update databases for the Director-General's Secretariat.
Assist with the organization of travel and mission arrangements for the Director-General as appropriate, and also the schedule of appointments. for the Director-General, as appropriate.

COMPETENCIES

REQUIRED QUALIFICATIONS

Education

Completed secondary, technical or vocational education.

Work Experience

Minimum of 2 years of relevant work experience in secretarial or administrative tasks in an international environment.
Experience in liaising/communicating with a wide range of internal and external stakeholders including high-level officials, and members of a Directorate.

Skills/Competencies

Knowledge of UNESCO and its rules, procedures and operations, Field Offices, Permanent Delegations and representatives to the Governing Bodies.
Good organizational and coordination skills.
Excellent inter-personal skills with capacity to interact and deal efficiently and tactfully with a wide range of internal and external stakeholders (Member States, the United Nations, National Commissions, private institutions), at all levels.
Reliability with ability to take initiatives and to provide quality and timely support and services to the Secretariat of the Director-General, staff in the Directorate and other Sectors/Bureaus within UNESCO.
Ability to work effectively under pressure and flexibility to adjust work schedules and priorities, to manage high volumes of work and to meet tight deadlines; Rigorous, capacity for accuracy and attention to detail.
Ethics, integrity, confidentiality, discretion and good sense of judgement. Good posture, professional maturity, political astuteness and client-oriented with capacity to convey a positive image of the Organization to external partners.
Ability to collect and present information, communicate e-mail information, archive files, maintain databases and to use electronic agendas.
Excellent IT skills (MS Office).

Languages

Excellent knowledge of English or French with good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Education

University degree in international relations or social sciences.
General secretarial and/or administrative training.

Work Experience

Experience working within UNESCO.
Familiarity with the work and general functioning of the UN system.