Senior Operation Assistant
JOB DETAIL
OVERVIEW
Post Number : OPS 501
Grade : G-6
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: Paris
Job Family: Administration
Type of contract : Fixed Term
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 16-AUG-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
(Only candidates with the right to work in France can apply for this position).
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director of the Division of Operations and the direct supervision of the Executive Officer, the incumbent shall ensure the effective functioning of the Headquarters Committee Secretariat and provide assistance in the administration of external services activities.
Long Description
More precisely, the incumbent is responsible of:
HEADQUARTERS COMMITTEE
- Manage the schedule, organize the meetings, prepare correspondence, assemble and dispatch documents for the Headquarters Committee meetings, as per document distribution delays.
- Coordinate on document translation, publication and meeting logistics with Division of Conference, Languages and Documents and verify that work is done in accordance with priorities and established deadlines. Respond to inquiries concerning the Headquarters Committee and coordinate and expedite responses on behalf of the Secretary of the Headquarters Committee, when required.
- Assist distributing information and documentation on the Headquarters Committee and its working group to the Permanent Delegations and other bureaux/division of ADM on timely manner.
- Responsible for the conservation of the archives of the Headquarters Committee.
COMMUNICATION
- Gather information and resources, maintain file, information database and photo library for the development of content to support the implementation the Communications Plan of the Division
- Assist in drafting communication, key messages and other materials for internal and external communications
- Prepare, update and maintain items and content of the intranet websites of the Division
- Assist in preparing Powerpoint Presentation and briefing notes
- Act as focal point on communication for the Division and liaise with CPE when required to provide guidelines and obtain new updates related to UNESCO’s communication policies.
ADMINISTRATION
- Coordinate among different sections cross the division to establish purchase orders on jointly and provide administrative assistance in managing vendors, contract payments.
- Follow up with sections on contract managements based on the information provided by Administration Platform or Dashboards.
- Act as focal point on record management. Evaluates and improves the operations related to record management and ensure effective access to paper-based and electronic archiving in line with UNESCO’s records management policy and rules.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
EDUCATION
- Secondary, technical or vocational education in finance, business administration, communication or related fields.
PROFESSIONAL EXPERIENCE
- Minimum eight (8) years relevant experience in the field of finance and/or general administrative services.
SKILLS AND COMPETENCIES
- Excellent communication skills
- Good organizational and coordination skills, ability to take initiatives; establish priorities and capacity to work efficiently under pressure
- Ability to interpret rules and administrative guidelines
LANGUAGE
- Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
EDUCATION
- Bachelors degree in finance, business administration, communication or related fields.
PROFESSIONAL EXPERIENCE
- Experience within the UN System or international organizations
SKILLS AND COMPETENCIES
- Good knowledge on SAP based ERPs
- Ability to work in a multicultural environment
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 60 749 EUR.
For more information in benefits and entitlements, please consult ICSC website.
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.
Footer
“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 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”.
