Executive Assistant

Post Number : CAB 010

Grade : G-6

Parent Sector : Office of the Director-General (CAB)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 08-AUG-2024

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

This post is located in the secreteriat of the Director-General. The incumbent provides effective secretarial, administrative and communications support to the Director-General, in order to ensure the smooth running of the secreteriat of the Director-General and its flow and management of information.

Under the overall supervision of the Director of the Cabinet of the Director-General and under the direct supervision of the Chef de Cabinet, the incumbent works in close cooperation with the Senior Executive Assistant of the Director-General.

The incumbent of the post is responsible for providing high quality secretarial and administrative support to the Director-General.  The incumbent plays an instrumental role in the coordination and facilitation of the information (including documentation) flow.  The post requires that the incumbent acts independently, exercises good judgment, takes initiatives, establishes priorities, interprets and distinguishes between various subject matters.  The post requires an in-depth knowledge in all aspects of the subject matters within the mandate of UNESCO and of secretarial and administrative support work, with excellent communication skills to be able to relate/translate relevant information to the ADGs, Directors, staff members, senior managers and UNESCO staff at large as well as external partners and stakeholders.

Long Description

In particular, the incumbent will:

• Participate in the organization of the Director-General’s agenda; schedule/reschedule appointments; make travel/mission arrangements; organize meetings, prepare correspondence and assemble documents for these  meetings/missions, take notes and follow-up on required action.
• Receive, analyze, register and distribute incoming correspondence and briefings.
• Under the supervision of the Chef de Cabinet, the incumbent will request briefings and other relevant documents to the advisors within the Cabinet of the Director-General and to sectors, and follow up respected deadlines and the formatting of files to be submitted to the Director-General.
• Prepare correspondence and answer to requests for information, attaching relevant documentation; review when necessary correspondence and other documents prepared in English and/or in French for the signature of the Director-General, and make or recommend changes to format, style, spelling or grammar; and do informal translation of documents.
• Research, compile and summarize background materials for use in preparation of reports, briefings, speeches; scan information sources to identify issues of interest to the supervisor; support the Chef de Cabinet in preparing materials for official trips/special meetings attended by the Director-General; independently handle a wide range of complex information requests and queries; draft responses to a diverse and wide range of correspondence and other communications; communicate sensitive information to senior management and coordinate responses to sensitive/complex inquiries.
• Facilitate the administrative work of the office including establishing and improving internal procedures and tracking systems for correspondence and documents; verify that the work is done in accordance with corporate standards and within established deadlines; monitor work progress and cases of priority and concern to the Director-General.
• Organize high-level meetings, including taking responsibility for the finalization of the agenda, invitations, the production and distribution of documentation.     

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical or vocational education.

Work Experience

• At least eight (8) years of relevant work experience in secretarial and/or administrative tasks in an international professional environment.
• Experience working for a supervisor with senior managerial responsibility and/or high-level officials.

Skills and Competencies

• Excellent interpersonal and communication skills.
• Excellent drafting skills in English or French.
• Excellent organizational and coordination skills.
• Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
• Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Sense of diplomacy, discretion and professional integrity.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint).

Languages

• Excellent knowledge of English and French.

DESIRABLE QUALIFICATIONS

Education

• Specialized training/certification in administration and/or secretariat.

Work Experience

• Working experience in similar functions within the UN system or an international organization/institution.

Skills and Competencies

• Knowledge of UNESCO rules, administrative procedures and standard practices.

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 48 526 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.