Junior Office Assistant (HRM)
JOB DETAIL
OVERVIEW
Post Number : HRM 219
Grade : G-3
Parent Sector : Bureau of Human Resources Management (HRM)
Duty Station: Paris
Job Family: General Administrative Support
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 26-MAR-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France can apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director of Human Resources Management and the immediate supervision of the Executive Assistant of the Director, the incumbent shall provide general office support services to the Office of the Director of the Bureau of Human Resources Management (DIR/HRM). The incumbent shall provide a variety of secretarial and administrative support tasks that contribute to the timely and effective accomplishment of correspondence, documentation production, workflows, retrieval and tracking of information, and administrative transaction initiation.
In particular, the incumbent will:
- Use standard word processing packages ta prepare a variety of general correspondence, reports, tables, charts, etc., in accordance with UNESCO standards and templates.
- Review, record, route and/or process mail or other documents, retrieve, gather and structure pertinent background material from various sources; track and monitor follow-up action as required.
- Maintain and update filing systems (bath paper and electronic) and databases of the unit.
- Update and maintain large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinate the provision of external services (e.g. translation, building, 1T etc.) when required.
- Assist in agenda management and organization of internal/external meetings and events by arranging meeting facilities and equipment, collating documents for participants; assist in making travel arrangements.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical, and/or vocational education.
Work Experience
- A minimum of two (2) years of relevant professional experience in administrative and/or secretarial tasks.
Skills and competencies
- Excellent organizational skills.
- Excellent drafting skills in French and/or English.
- Excellent attention to detail.
- Good interpersonal and teamwork skills.
- Good IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.).
- Ability to demonstrate discretion and exercise confidentiality.
- Ability to demonstrate initiative and flexibility.
Languages
- Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Work Experience
- Experience in the front-line delivery of services providing a range of secretarial and/or administrative support services.
- Experience in general office work in an international environement.
Languages
- Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or 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.
The approximate annual starting salary for this post is 35 529 Euros €.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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.
