Secretarial Assistant
JOB DETAIL
OVERVIEW
Post Number : 3GTADM0705RP
Grade : G-4
Parent Sector : Field Office
Duty Station: Guatemala City
Job Family: General Administrative Support
Type of contract : Fixed Term Field
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 12-JAN-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
(Only candidates who are entitled to work in Guatemala may apply to this position)
OVERVIEW OF THE FUNCTIONS OF THE POST
This post is located in Guatemala Office and the incumbent works under the overall authority and direct supervision of the Head of Office (HFO) and UNESCO Representative. He/she performs a variety of administrative and office support duties in order to contribute to the smooth and efficient running of the Office and the flow and management of information within the Office.
Long Description
In particular the incumbent will:
- screen requests for appointments with the Director of the Office according to the nature of the requests and their urgency; maintain Director’s calendar; confirm mutually convenient schedules and arrange appointments or rearrange schedules disrupted by unexpected events.
- Receive visitors; places and screens telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature.
- Constantly keep the director informed on delicate matters which need particular attention.
- Organize the missions of the Director (air-ticket, compliance with UNESCO rules and regulation, arrange for the security clearance, VISA issuance, etc.); liaise with the other UN agencies and governmental partners to arrange for the absences of the director.
Long Description
- Coordinate and lead secretarial support services for high-level meetings, service- or Office-wide training and special projects/ events. Coordinate the work of other support staff, establish priorities and ensure equitable distribution of work.
- Prepare the necessary background documents and file for the meetings; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
- Review, record, distribute and process incoming mail and correspondence; follow up on pending actions; prepare draft technical responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures.
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical and/or vocational education.
Work Experience
- At least 3 years of relevant work experience in secretarial, administrative or related tasks.
Skills and competencies
- Excellent interpersonal and communication skills.
- Excellent drafting skills in English and ability to make synthesis.
- Ability to deal with complex and sensitive situations.
- Flexibility to adjust work schedules.
- Sense of diplomacy, discretion and professional integrity.
- Excellent IT skills (Outlook, Word, Excel, PowerPoint).
Languages
- Excellent knowledge of Spanish. Good knowledge of English.
DESIRABLE QUALIFICATIONS
Education
- Specialized training/certification in administration and/or secretariat.
Work Experience
- Relevant experience as Executive Assistant or in a similar role.
- Working experience in similar functions within the UN system or an international organization/institution.
Languages
- Knowledge of another official language of UNESCO (Arabic, Chinese, French, 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 133079 Quetzales.
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.
