OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall responsibility of the Director of the Governing Bodies (DIR/GBS), the Assistant Secretary of the General Conference leads the dedicated structure responsible for ensuring the efficient functioning of the General Conference. Acting as the deputy to the Secretary of the Governing Bodies, the Assistant Secretary supports and complements the Secretary’s work across all his/her functions. This role is pivotal in maintaining seamless coordination and communication with Member States, the President of the General Conference, and members of the management team. A key member of the GBS managerial team, the Assistant Secretary ensures the effective organization and smooth execution of General Conference sessions, addressing procedural, administrative, and strategic needs. In addition, he/she provides critical support to the Secretary of the Governing Bodies and the Assistant Secretary of the Executive Board, stepping in as needed to ensure continuity and high-level oversight.

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

Preparation of the General Conference sessions:

• Advise and make recommendations to the Secretary on all political and technical aspects of the organisation of the session of the General Conference.
• Establish, for the approval of the Executive Board, the provisional agenda of the session (document C/1), after its review by the Director-General, as well as the agendas of the subsidiary bodies of the Conference, providing advice and recommendations on the pertinence and timing of all items to be placed on the agenda.
• Prepare, for the Director-General’s approval, then the Executive Board’s, the organization of the work of the session (document C/2).
• Establish the timetable of preparation of the documents of the session, taking into account the need to respect the deadlines set by the Rules of Procedure of the General Conference, as well as the political, budgetary and time constraints of the Secretariat.
• Establish other official documents relating to the Conference session (Circular letters on amendments to the Constitution, Invitations to the Conference, Credentials, Resolutions, General Policy Debate) and all Board and Conference documents concerning Invitations to the Conference, Venue, Elections to the Executive Board and to all other organs elected by the Conference.
• Formulate recommendations on the selection and the appointment of the Secretaries and staff seconded to GBS to serve the subsidiary bodies of the Conference and the Delegates’ Information Office, for the approval of the Director-General, and provide training for Secretaries and their teams in all aspects related to the functioning of subsidiary organs, and particularly on treatment of draft resolutions and report-drafting.
• Advise and make recommendations in an appropriate manner to the members of the Permanent Delegations, Secretaries-General of National Commissions and to the members of the Secretariat on the preparation and the organisation of the work of the Conference, taking into consideration all the political, logistical, financial and budgetary aspects.
• Ensure the respect of the statutory deadlines for submission of documents as planned, in order to ensure a cost-efficient management of the budget of the languages services; edit, proof-read and approve publication of all documents of the General Conference.
• Coordinate the treatment of Draft Resolutions relating to the C/5, formulating recommendations on admissibility and acting as Secretary to the Admissibility Committee.
• Supervise and coordinate with Member States the inscription of Heads of Delegation to the General Policy Debate.
• Supervise the main lines of the technical coordination of the session as well as of side events.
• Supervise the content and necessary updates of General Conference information tools (Guide of the General Conference, F.A.Q and Website).
• Supervise the work of permanent, seconded or supernumerary staff relating to the above-mentioned tasks (Documentation, Draft Resolutions, General Policy Debate).

Preparation of the Executive Board sessions:

• Support the Secretary and the Assistant Secretary of the Executive Board as requested for the preparation of the first 3 sessions of the Executive Board of the Biennium.

After the General Conference sessions:

• Establish Volume 1 (Resolutions and Reports) of the Acts of the General Conference as well as an updated version of the Basic Texts of the Organization (establishing the master document, providing advice to the Reading Committees and approving publication).
• Establish, for the approval of the Director-General, the follow-up chart of the Resolutions adopted by the General Conference and coordinate their follow-up as appropriate, providing information and advice to the Secretariat and to Member States.

After the Executive Board sessions:

• Support the Secretary and the Assistant Secretary of the Executive Board in the revision of the resolutions of the Executive Board.

During the General Conference sessions:

• Second, and replace as appropriate, the Secretary in all his/her tasks.
• Ensure a pertinent and cost-efficient planning and management of the overall organization of the session, in close collaboration with the secretaries of the subsidiary bodies and all technical services.
• Ensure the preparation of and follow-up to Plenary and General Committee meetings, supervising the briefings of the President of the General Conference and replacing the Secretary as appropriate in both organs.
• Supervise the organization of all elections and represent the Director-General at the election of members of the Council of IESALC.
• Represent the Director-General at Legal Committee meetings devoted to recours submitted by Member States on the admissibility of draft resolutions.
• Coordinate and supervise the work of the Secretariats of the 7 Commissions and 4 Committees of the Conference (as well as of the Delegates’ Information Office) in order to ensure a smooth running of their meetings and a cost-efficient management of time, providing advice and leadership on procedural and political issues and supervising and approving their reports for submission to the Plenary.
• Coordinate and conduct the daily coordination meetings of the Secretariat.
• Supervise directly the staff of the Documents Reception, General Policy Debate, Plenary and General Committee services and, through delegation of authority of the Secretary, the overall team of permanent, seconded and supernumerary staff of the Conference.

During the Executive Board sessions:

• Support the Secretary and the Assistant Secretary of the Executive Board as needed in the good rolling and implementation of the Sessions.

Between the General Conference sessions:

• Prepare and ensure the Secretariat of between-sessions meetings of the Legal Committee of the General Conference, of working groups established by the President of the General Conference and of other working groups established by the governing bodies on institutional/governance- related issues.
• Provide information to Member States and ensure public presentations on all aspects related to the General Conference (Information meetings with Member States, training of Secretary-Generals of National Commissions, staff training, etc.).
• The Assistant Secretary of the General Conference would also support the preparation and excecution of the Sessions of the Executive Board in particular those falling during the first year of the biennium as requested by the Director of GBS.

Between the Executive Board sessions:

• Support the Secretary in his/her functions and perform duties as requested.
• Additional activities that may be required to ensure the success of the work of the team.
• The Assistant Secretary has full responsibility for managing the regular and temporary staff assigned to the Secretariat of the General Conference. He/she acts as certifying officer for all SCG-related expenses.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Advanced university degree (Master’s or equivalent) in the field of social and human sciences, political science, international relations, or a related discipline.

Work Experience

• Minimum 10 years of progressively responsible relevant professional experience in management and/or international relations, of which preferably 5 years acquired at international level.
• Experience in dealing with intergovernmental organs within the United Nations system or similar organisations.
• Experience in assessment of risks related to legal issues.

Skills/Competencies

• Knowledge of, and commitment to, the Organization’s mandate, Rules of Procedure, strategic direction and priorities.
• Leadership capacity, high sense of professional integrity, objectivity, strong analytical capabilities, diplomacy and political astuteness.
• Sound knowledge of general management practices and techniques.
• Ability to exercise intellectual authority, as well as provide and manage advisory services.
• Ability to participate in high-level negotiations and to influence others to reach agreement.
• Ability to identify areas for improvement and drive changes.
• Excellent interpersonal skills, including the ability to interact and manage relationships at all levels of the Organization, including with Member States and other high-level partners.
• Excellent communication skills with strong representational abilities.

Languages

• Excellent knowledge of English or French and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Skills/Competencies

• Knowledge of the Organization; its Constitution and methods of work.
• Knowledge in the administration and management of financial and human resources.

Languages

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