Office Assistant (Communications and Public Engagement)
JOB DETAIL
OVERVIEW
Post Number : CPE 020
Grade : G-4
Parent Sector : Division for Communications and Public Engagement (CPE)
Duty Station: Paris
Job Family: Public Information
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 24-MAR-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France may apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director for Communications and Public Engagement (DIR/CPE) and the direct supervision of the Associate Coordination Officer, the incumbent will provide a full range of office and administrative support as well as some technical assistance to the supervisor for the benefit of the Division as a whole, and will ensure clearing of requests and actions addressed to the Division.
In particular, the incumbent will :
Long Description
SECRETARIAL SUPPORT TO THE DIVISION (in liaison with the different Units of the Division, Central Services and Programme Sectors)
- Manage DIR/CPE’s agenda, missions, briefing materials for official trips or meetings.
- Draft routine correspondence (memos, letters…). Follow up on established deadlines and ensure timely submissions by staff of reports, correspondence and other documents. reviewing all outgoing correspondence and official documents for style, language accuracy as well as conformance with established guidelines and procedures.
- Prepare informal translations of documents.
Long Description
ADMINISTRATIVE SUPPORT
- Provide administrative support related to finance: assist in the management of the Division’s budget, procurement and other temporary assignment contracts, equipment and commodities purchase.
- Provide administrative assistance to the content and event production services: manage contracts, missions and routine correspondence.
- Assist in the follow-up and monitoring of the services’ budgets and funds (extrabudgetary and Regular Programme): assist in establishing and revising RP workplans and extrabudgetary funds; prepare updates on expenditures on both sources of funds; data input; follow up and preparation of files.
Long Description
LOGISTICS
- Actively facilitate the communications and the administrative workflow and coordination within the Division to enhance the efficiency and timeliness of operations and outputs: manage incoming and outgoing correspondence, emails and telephone calls; communicate routine and non-routine information pertaining to the work of the team. Provide secretariat, administrative, logistics support to activities, meetings, conferences and regular activities of the Division.
- Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all administrative procurements and disposal of CPE property are done and recorded accurately.
COMMUNICATION
- Contribute to light editing, translation and drafting tasks for the Division.
- Provide support on developing graphical elements and graphic design for activities and events of the Division whenever needed.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical or vocational education.
Work Experience
- A minimum of three (3) years of relevant work experience in secretarial, administrative and/or programme support services or related fields.
- Experience in monitoring budgets and expenses.
- Proven experience in the field of communication, design, branding or related fields.
Skills and Competencies
- Ability to work as part of a team, to take initiative and to provide quality and timely support and services.
- Good interpersonal and communication skills, including ability to draft correspondence, review and translate documents.
- Good organisational and coordination skills.
- Ability to multitask.
- Ability to work under tight deadlines and flexibility to adjust work schedules and priorities.
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
- Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.) and database packages.
- Strong interest and basic skills in the field of public communication and corporate branding, design or related fields.
Languages
- Excellent knowledge (oral and written) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Education
- Certificate and/or training in administrative support, accounting, communication or any other related area.
Work Experience
- Relevant experience in similar functions in an international organization/institution.
Languages
- Knowledge of other official languages 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 39 422 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.
Please note that UNESCO is a non-smoking Organization.
