DOCUMENTATION AND LOGISTICS ASSISTANT

Under the authority of the Director of the Governing Bodies Secretariat (GBS) and the supervision of the Deputy Secretaries of the Executive Board and the General Conference, the Documentation and Logistics Assistant’s functions are directly linked to the work of the Governing Bodies of UNESCO. The incumbent is in direct contact with the Executive Board Members, UNESCO Permanent Delegates, the President of the General Conference, the Chairperson of the Executive Board and UNESCO’s staff members.

In particular, the incumbent will be responsible for the following:

• Providing technical, logistical and coordination support to the Governing Bodies Secretariat (GBS) for the organisation of the sessions of the Governing Bodies (room operation; sound; timer; lights; screens; country plates; slips; room signage; flags; transmission; web cast; air conditioning and heating; setting up the Commissions and Committees; etc.).
• Organizing the Executive Board preparatory meetings, governance meetings and information meetings; arranging meeting facilities and equipment.
• Maintaining, planning and preparing  the meeting rooms, as well as the offices of the Executive Board Chairperson and the Secretaries, and the offices of the teams of the Commissions and Committees.
• Coordinating UNESCO catering, cleaning and maintenance teams, fire brigade and medical services.
• Acting as focal point for the works (finding companies, obtaining quotes, monitoring work, and assessing the end of the worksite).
• Purchasing, tendering and quality control of all supplies for GBS.

Long Description

• Supervising the seating of Permanent Delegations with the establishment of plans.
• Supervising temporary assistance during the sessions of the Executive Board (including research and selection, supervision, evaluation and drafting of contracts).
• Receiving and dispatching the official speeches of Representatives, the Chairperson of the Executive Board and the Director-General, as well as the reports of the Commissions and Committees.
• Assisting in planning, in liaison with CLD, the documentation workflow of the Executive Board sessions, in particular with the printing shop, document planning and control.
• Serving as focal point for the Documentation and Reception Desk (receipt and dispatch or distribution of documents of the Executive Board and the General Conference).
• Managing the printing, storage and archiving of documents.
• Receiving, sorting, registering and distributing incoming documents for the sessions of the Executive Board; assisting in processing priority documents received, within fixed deadlines and following-up on required action.
• Ensuring administrative support for the preparation and co-ordination of the elections during the sessions of the Executive Board and the General Conference (elections of Executive Board Members, the Nominations Committee, Auditor-General and Director-General).

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least five (5) years of relevant work experience in administrative and logistical support tasks in an international  professional environment.

Skills & Competencies

• Sense of responsibility and organization, good judgment and cost-consciousness.
• Ability to plan and execute a variety of complex tasks simultaneously.
• Ability to work under pressure with a flexibility to adjust work schedules and manage competing priorities, organizing and prioritizing workloads to meet established deadlines.
• Good interpersonal and communication skills.
• Ability to show discretion, tact, diplomacy, political, cultural and gender sensibility, and politeness in dealing with high-level officials requesting information.
• Ability to show initiative and readiness to provide quality and timely support and services to the President of the General Conference and the Chairperson of the Executive Board.
• Good IT skills, including MS Office (Word, Excel, Outlook, Teams, etc.).

Languages

• Excellent knowledge (oral and written) of English or French and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Work Experience

• Relevant work experience in international organizations or in United Nations agencies.
• Experience in logistical planning, coordination and preparation of governing bodies and/or intergovernmental meetings.
• Experience in the planning of important documentation workflows, dispatching of documents and archiving.
• Experience in works for maintenance of meeting rooms and offices.

Languages:

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/or Spanish).

Source: https://careers.unesco.org/job/Paris-Documentation-and-Logistics-Assistant/797998002/