OFFICE ASSISTANT
UNESCO
Paris, France
Closing Date 26 May 2017
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Title : OFFICE
ASSISTANT (Only candidates resident in France may apply for
this post).
Domain : Culture
Post Number : CLT
370
Grade : G-4
Organizational Unit : SECTOR
FOR CULTURE
Primary Location : FR-Paris
Recruitment open to : Internal
and external candidates
Type of contract : Fixed
Term
Salary : 34
769 Euros (Annual salary)
Deadline (Midnight Paris Time) : May
26, 2017
OVERVIEW OF THE FUNCTIONS OF THE
POST
Under the overall authority of the Chair of the Culture
Conventions Liaison Group and the direct supervision of the Chief of the
Conventions Common Services (CCS) Unit, the incumbent will support the
organization and delivery of programme activities and projects of the CCS Unit,
and to ensure timely and effective accomplishment of the Unit’s
administrative/office transactions and activities. Within this context, the
incumbent will:
- Provide secretarial services to the CCS Unit to ensure the
timely preparation and dispatch of letters, other communications, reports
and publications; prepare correspondence, reports, minutes, charts and
graphs; informally translate the correspondence from either French/English
to the other language; proofread and ensure quality of outgoing
correspondence for completeness, grammatical and typographical accuracy
and compliance with UNESCO format standards.
- Handle Correspondence Management (CM tool) from acceptance to
closure; receive, register and distribute correspondence and documents;
update and maintain the Unit’s distribution lists and process requests for
data and reports; draft correspondence and emails; ensure follow up of the
Unit's deadlines for briefings, contributions and speeches; prepare
briefing notes and presentations for the Head of the Unit and/or other
members of the team.
- Provide administrative support through drafting and monitoring
of contracts, payment details and deadlines, verify the completeness of
deliverables and prepare payment requests when required.
- Ensure planning and travel arrangements for missions of Head
CCS and assist other Unit members; organize meetings at HQ by booking
venues and equipment, informing participants and distributing
documentation.
- Establish and maintain CCS files and reference systems,
including electronic log books and filing; ensure their access and
facilitate timely follow-up actions; collect minutes/information/
documentation and prepare associated documents; prepare documentation for
monthly Publication Boards.
- Act as point of contact for the Unit, by centralizing
information on the Unit's work and needs; provide guidance to new
colleagues and interns and introduce them to the general office processes
and procedures.
REQUIRED QUALIFICATIONS
EDUCATION
- Completed secondary, technical and/or vocational education.
WORK EXPERIENCE
- At least 3 years of relevant professional experience in
secretarial and 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
- Good interpersonal and communication skills, including ability
to draft correspondence and correct documents in English and/or French.
- Good organizational and coordination skills.
- Ability to work as part of a team, to take initiatives and
provide quality and timely support and services.
- Discretion, loyalty and diplomacy.
- Ability to work in an international and multicultural
environment.
- Flexibility to adjust to work schedules and priorities;
capacity to work effectively under pressure.
- Good IT skills, including MS Office (Word, Excel, PowerPoint,
Outlook, etc.).
LANGUAGES
- Excellent knowledge of English or French and good knowledge of
the other language.
DESIRABLE QUALIFICATIONS
EDUCATION
- Secretarial and/or administrative training/certificate.
SKILLS/COMPETENCIES
- Knowledge of UNESCO’s informatics tools (SAP, DUO, and SISTER).
- Knowledge of the Culture Sector and its Conventions.
- Knowledge of UNESCO’s policy and practices, rules and
regulations.
LANGUAGES
- Knowledge of another official language of UNESCO (Arabic,
Chinese, Spanish, Russian).