Assistant (Secretariat)

SUMMARY OF JOB DUTIES

Under the authority and direct supervision of the Head of Office and UNESCO Representative in Côte d’Ivoire,  the Assistant (Secretariat) coordinates the smooth running of the Representation office. The Assistant (Secretariat)  is the first point of entry at the Representation level and plays the main role of liaison officer between the Representation and the other services of the Office.

The incumbent ensures the management of the secretariat, the organization of the agenda, the coordination of meetings, the drafting of correspondence, reports and other documents, as well as the monitoring of the implementation of actions decided at the level of the Head of Office and Representative of UNESCO in Côte d’Ivoire.

More specifically,  the Assistant (Secretariat) will assume the following responsibilities: 

• Ensure the smooth running of the secretariat of the Head of Office by keeping his/her diary on a daily basis, organizing his/her meetings and appointments with government authorities, institutions, and supervising the work prepared for his/her visa/signature by checking grammatical content and typographical errors, ensuring compliance with UNESCO rules and procedures.
• Answer and screen incoming telephone calls to the Representation; prepare replies to  emails and other official correspondence, providing appropriate responses; maintain a log of responses/actions and inform the Head of Office or, if necessary, the relevant staff.
• Organize the Representation’s files by setting up an efficient filing system for reports, documents, letters, work plans, draft reports, etc.
• Analyze incoming mail and redirect it to the people concerned; ensure follow-up for the information of the Head of Office , of the various action plans validated at the end of the meetings organized by the Representation.
• Coordinate the complete process of the Head of Office missions (preparation of the mission schedule, submission for validation of travel requests, closure of the mission).
• Organize the administrative and logistical aspects of meetings initiated by the Representation and take part in them, if required, for the preparation of reports.
• Ensure liaison between the Head of Office and his staff and communicate in a timely manner with UNESCO Headquarters on follow-up of activities and relevant administrative matters.

REQUIRED QUALIFICATIONS

Training

• Secondary, technical or professional education completed in the field of secretarial work, administrative support or any other related field.

Professional experience

• At least (three) 3 years of relevant professional experience in the field of secretarial or administrative support, or related fields.

Skills & Competencies

• Interpersonal skills: professionalism and team spirit.
• Excellent writing skills (ability to write letters, reports, minutes with minimal supervision).
• High sense of diplomacy, confidentiality, discretion and professional  integrity .
• Planning and coordination skills and demonstrated ability to prioritize and organize own work.
• Ability to deal effectively and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
• Proficiency in standard MS Office computer software (Outlook, Word, Excel, Powerpoint, Teams, etc.).

LANGUAGES

• Excellent knowledge (oral and written) of French and good knowledge (oral and written) of English.

Source: https://careers.unesco.org/job/Abidjan-Assistante-(Secr%C3%A9tariat)/800608402/