Office Assistant (Latin America & Caribbean Unit)
JOB DETAIL
OVERVIEW
Post Number : PAX 317
Grade : G-4
Parent Sector : Priority Africa and External Relations Sector (PAX)
Duty Station: Paris
Job Family: External Relations
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 03-NOV-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Long Description
(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 Assistant Director-General for Priority Africa and External Relations (ADG/PAX) and the Director of the Division for External Relations (DIR/DRX), and the direct supervision of the Chief of the Latin America and the Caribbean Unit, the Office Assistant is responsible for providing programme and administrative support services to the Unit team. The Office Assistant works in close collaboration with the staff in the Unit, Division and Sector as well as with relevant units at Headquarters and in the Field.
Long Description
The Office Assistant will, in particular:
- Collect and organize the pertinent information, data and documentation for the supervisor’s concept notes and reports.
- Register and analyse incoming correspondence (including electronic) and other documents, and determine their importance and priority; check on/monitor deadlines for required action or reply; follow-up on the preparation of correspondence, briefing notes and other documents for the Chief of Unit, the ADG/PAX as well as for the Deputy Director-General and the Director-General of UNESCO.
- Draft general correspondence; review correspondence and other documents prepared in English, French and/or in Spanish to ensure conformity with UNESCO’s and the Sector’s standard practices and protocol and also make informal translation of documents.
- Prepare, process, verify various documents for the Unit (briefs, reports, contracts, budget, workplans etc.); prepare draft contracts and register contract details; verify invoices against contract terms and conditions and prepare contract modifications and requests.
- Assist in the organization of meetings and missions, by entering travel details, making travel/mission arrangements.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary education and/or vocational education.
Work Experience
- A least three (3) years of relevant work experience in secretarial or administrative tasks, or related tasks.
Skills & Competencies
- Good organizational and coordination skills.
- Good interpersonal and communication skills, including ability to draft correspondence and correct documents.
- Discretion and capacity to deal efficiently and tactfully with a variety of stakeholders in a multicultural environment.
- Good sense of diplomacy, discretion and professional integrity.
- Flexibility in adjusting to work schedules and priorities.
- Excellent IT skills with proficiency in the use of MS Office (Word, Excel, PowerPoint, Outlook, etc.).
Languages
- Excellent knowledge (oral and written) of English or French and good knowledge of the other language.
- Working knowledge of Spanish.
DESIRABLE QUALIFICATIONS
Education
- Training/certification in administration, office management and/or in the domain of international relations, or in other related area.
Work Experience
- Relevant experience or familiarity with the functioning of the United Nations system or international organizations.
- Experience in providing programme and administrative support services.
Skills & Competencies
- Knowledge of UNESCO’s work and familiarity with the programmes and activities of the Sector PAX.
- Knowledge of ERP (Entreprise Resource Planning), such as SAP (Systems Applications and Products in Data Processing).
- Excellent proofreading skills.
Languages
- Knowledge of another official language of UNESCO (Arabic, Chinese, Russian).
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 37 833 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.
