OFFICE ASSISTANT

Paris

Under the overall authority of the Director of the Division for Heritage and of the World Heritage Centre, and the direct supervision of the Head of the Policy and Statutory Meetings Unit, the incumbent shall perform duties to support the World Heritage Centre staff working on the implementation of the World Heritage Convention.

Within this context, the incumbent will\:

  • Provide secretarial services to the Policy and Statutory Meetings Unit (PSM) to ensure the timely preparation and dispatch of letters and other communications, reports, working documents, etc.; draft general correspondence in accordance with the standard formats and procedures established within the World Heritage Centre (WHC) and UNESCO; informally translate the correspondence from either French/English to the other language; ensure follow up of the Unit's institutional deadlines for briefings, contributions, speeches and prepare briefing notes and presentations.
  • Provide specialized programme support\: through drafting and monitoring of contracts, creation of vendors, follow-up of the implementation of the Unit's contracts, monitoring payment details and deadlines, verifying the completeness of submitted documents and preparation of payment requests. Follow-up the organization of workshops and conferences launched by the Unit.    
  • Ensure planning and travel arrangements for missions of the Head of Unit and assist other PSM Unit team members; organize travel arrangements for participants in the meetings organised by PSM Unit.
  • Establish and maintain the PSM Unit files and reference systems, including electronic log books and databases on out-going correspondence, contracts, agreements and related payments; ensure the electronic filing as well as timely follow-up of actions.
  • Provide assistance in the framework of the preparation and during the statutory meetings of the 1972 World Heritage Convention, including the World Heritage Committee and the General Assembly of States Parties to the World Heritage Convention.

EDUCATION

  • Completed secondary, technical and / or vocational education.

WORK EXPERIENCE

  • A minimum of 3 years’ professional experience in secretarial and administrative tasks at national level and/or international environment.

SKILLS/COMPETENCIES

  • Good interpersonal, and communication skills, including the ability to draft correspondence and correct documents in English and/or French.
  • Good organizational and coordination skills.
  • Ability to identify best conditions for travel arrangements.
  • Ability to work as part of a team, to take initiatives and provide quality and timely support and services.
  • Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Flexibility to adjust to work schedules and priorities.
  • Good IT skills\: MS Office (Word, Excel, Outlook, PowerPoint etc.). 

LANGUAGES

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

EDUCATION

  • Secretarial training/certificate

SKILLS/COMPETENCIES

  • Knowledge of UNESCO administrative and informatics tools (SAP, SISTER, DUO, etc).
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris
  • Grade: GS-4, General Service
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2017-03-13

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