Executive Assistant

The incumbent reports directly to the Chief Information and Technology Officer (CITO) and works closely with the management team of the Bureau for Digital Business solutions. He/she coordinates and delivers a full range of variety of administrative support services to ensure the effective functioning of the CITO Office. The incumbent will:

Manage the Director’s agenda and schedule appointments. Receive and filter the Bureau Director’s telephone calls, providing information and re-directing calls, where possible, to the appropriate unit. Make travel and mission arrangements. Organize meetings, prepare correspondence and assemble documents for these meetings/missions, as well as take notes and follow up on required actions.

Facilitate interaction and information flow between the Director and staff members of the Bureau; identify and bring sensitive complex and urgent matters to the attention of the CITO.

Receive, analyze, register and distribute incoming correspondence and other documents. Determine the importance and priority of documents received and whether they should be seen by the Director or handled directly by technical/information specialists within the Bureau/sections, and establish deadlines for required action or reply. Follow up with Section Chiefs and other professionals on deadlines for answers or other required actions.

Prepare correspondence (often high level) and answer to requests for information on Bureau technical/informations and activities, providing relevant documentation. Review correspondence and other documents prepared in English and/or French for the signature of the Bureau Director, and make or recommend changes to format, style, spelling or grammar, as well as make informal translation of documents.

Establish and maintain the Bureau’s files and reference systems for documents and correspondence, as well as procedures for the processing and approval of documents. Provide instructions and guidance to other support staff within the Bureau and to new Professional employees on UNESCO policies, procedures and practices related to administrative matters, the preparation and handling of documents and correspondence, relations with Member States and the organization of statutory and other meetings and missions, and on the office automation tools used by the Bureau.

Prepare/process various documents (e.g. minutes briefs, reports, briefings, contracts, budget and other documents). Reformat or finalize the formatting of documents using various software (e.g. MS Word, PowerPoint, Excel, Visio, etc… ). Collect and organize information and data related to the Bureau technical/informations and activities from a variety of sources (Internet, office files, records, etc… ) and present it in various formats as required. Enter information and data into central computerized systems (e.g., leave reports system, etc).

Provide assistance and support in Human Resources activities. Prepare documentation to facilitate different HR transactions (recruitment, classification, training, etc.) and maintain a log of transactions in process. Follow up on the status of requests. Maintain records/HR files for the Bureau. Maintain organization charts up to date by tracking post and staff changes, updating charts and submitting them to the supervisor for management approval. Maintain leave records/schedules and provide information on the rules and procedures regarding leave and provides advice and guidance on the resolution of leave related issues.

 Education:

• Completed secondary, technical, and/or vocational education.

Work Experience:

• A minimum of eight (8) years of relevant work experience in secretarial, office coordination, administrative or related functions.

Skills and competencies:

• Excellent communications skills (oral and written), including excellent drafting skills in English and French.
• Strong service-oriented skills and ability to deal efficiently and tactfully with different internal and external partners/institutions and other stakeholders at all levels in a multicultural environment.
• Excellent organizational and coordination skills with ability to take initiative, establish priorities and monitor own work plans.
• Ability to deal with complex and sensitive situations and flexibility to adjust work schedules, tight deadlines and priorities.
• Sense of diplomacy, discretion and professional integrity.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc..).

Languages:

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

Source: https://careers.unesco.org/job/Paris-Executive-Assistant-(DBS)/813309302/