Executive Assistant Priority Africa & External Relations Sector

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Job Description

Under the guidance and direct supervision of the Assistant Director-General for Priority Africa and External Relations (ADG/PAX), the Executive Assistant is responsible for providing high quality/specialized secretarial and administrative support services to the ADG/PAX. This involves ensuring the smooth running of the Office and its flow and management of information. The incumbent is in direct contact with staff, managers within and outside the Sector and high-ranking officials within and outside the Organization.

The post requires the ability to set priorities and to organize work independently based on established guidelines and general direction from the ADG/PAX.

In particular, the Executive Assistant will:

Take full responsibility for the agenda of the ADG/PAX (time management and scheduling with appropriate consultation as required); arrange appointments and maintain the ADG/PAX’s agenda; serve as first point of contact and liaison with senior officials; receive visitors (often high-ranking); place and screen telephone calls and answer enquiries; effectively prioritize and resolve related competing demands; organize travels and missions of the ADG/PAX.
Organize the work of the Office of the ADG/PAX with respect to communications, meetings and workflows; coordinate and follow-up effectively and efficiently; provide substantive and administrative support in managing the ADG/PAX’s programme of work and ensure his/her participation in meetings and events, as planned; facilitate interaction and information flow between the ADG/PAX and staff members of the Sector; identify and bring sensitive, complex and urgent matters to the attention of the ADG/PAX; disseminate and provide information and guidance to staff at all levels within the Sector ensuring understanding of intent and deadlines.
Organize and facilitate the substantive and administrative work of the Office by taking full responsibility of its smooth and efficient running, 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 ADG/PAX; organize high-level meetings including taking responsibility for the finalization of the agenda, invitations, the production and distribution of documentation, note taking and preparation of minutes of meetings as well as follow-up on required actions.
Follow-up on the preparation of reports by staff, correspondence, briefing notes and other documents for the ADG/PAX; exercise quality control function for the outgoing documents; proof-read, edit and review texts for adherence to format, grammar, punctuation and style, in accordance with standard practices and protocol; prepare correspondence for the signature of the ADG/PAX, and make informal translations, as applicable, as well as contribute and maintain elements within the digital and shared institutional memory of the Sector.
Facilitate collaboration with the Coordination and Field Support Office, Division for External Relations and Division of Priority Africa Coordination, and the Sector as a whole on the collection of material for ADG: background documents, revised speeches and presentations.

Required Qualifications:

Education:

Completed secondary, technical and/or vocational education.

Work Experience:

At least ten (10) years of relevant professional experience in secretarial, administrative or related tasks in an international professional environment.
Experience working for a supervisor with senior managerial responsibility and/or high-level officials.

Skills:

Excellent interpersonal skills and ability to establish and maintain positive working relationships, team-work oriented.
Excellent communication skills, both in writing and orally, in English or French.
Excellent organizational and coordination skills.
Good time management skills.
Ability to work effectively within tight deadlines , to deal with complex and sensitive situations and flexibility to adjust work schedules.
Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
Ability to set priorities and monitor own work plans.
Sense of diplomacy, discretion and professional integrity.
Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc.)

Languages:

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

Source: https://careers.unesco.org/job/Paris-Executive-Assistant-%28Priority-Africa-&-External-Relations-Sector%29/783170002/

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