Job Opportunity at UNESCO in France: Secretarial Assistant

Deadline : 19 Dec 2019

Nonprofit organization: UNESCO

Specialities: Business and marketing

Study level: Undergraduate

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Job Opportunity at UNESCO in France: Secretarial Assistant

UNESCO offers a job opportunity in Paris, France as a Secretarial Assistant. Under the overall authority of the Assistant Director-General for Culture and the direct supervision of the Deputy-Director of the World Heritage Centre (WHC), the incumbent coordinates and performs the full range of office and management support, administrative tasks and provides direct assistance to the Deputy-Director of the World Heritage Centre in order to ensure quality and consistency of the flow of World Heritage Centre's work and management of the information.

Responsibilities:

  • Manage the Deputy-Director's agenda; confirm mutually convenient schedules and arrange appointments or re-arrange schedules disrupted by unexpected events; receive visitors; place and screen telephone calls. Respond to queries and correspondence, often of a sensitive, confidential or technical nature; make travel/mission arrangements, prepare correspondence and assemble documents for these meetings/missions, take notes and follow up on required action.
  • Receive, analyze, register and distribute 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. Carry out quality control functions for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation, and style.
  • Coordinate and lead secretarial support services for high-level meetings, World Heritage Centre -or organization-wide training and special projects/events. Attend meetings and monitor follow-up activities; make arrangements for format editing, translation, etc., of documents and publications. Coordinate the work of other support staff, establish priorities and ensure equitable distribution of work.
  • Perform a variety of administrative duties (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget preparation, and follow-up, etc.). Coordinate with other units to ensure smooth running and expedition of work within the unit (e.g. following up on contract extensions and requests for temporary staff). Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff as required.
  • Research, compile and organize background information and reference materials from various sources for reports, briefs, and speeches. Create and maintain the World Heritage Centre’s filing and reference systems; etc.; ensure the transmission of the requests to the relevant units for evaluation.

Required Skills and Qualifications:

  • Education: Completed secondary, technical and/or vocational education.
  • Work Experience: At least five (5) years of relevant professional experience in office and management support functions. Experience in similar functions at the international and/or national level, in the public and/or private sector.
  • Skills/Competencies:
    • Excellent interpersonal skills.
    • Good time management skills.
    • Capacity to deal efficiently and tactfully with a variety of stakeholders in a multicultural environment.
    • Ability to work under pressure, to deal with complex situations and flexibility to adjust work schedules.
    • Good sense of diplomacy, discretion and professional integrity.
    • Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc…).
  • Languages: Excellent knowledge of either English or French (oral and written) and good knowledge of the other language.
  • Desirable Qualifications: 
    • Experience within the UN system.
    • Knowledge of the 2030 Agenda for Sustainable Development and of the Cultural Conventions.
    • Knowledge of UNESCO rules, administrative procedures, and standard practices.
    • Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, Spanish).

Note: 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.

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Host Country: France

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