EXECUTIVE ASSISTANT

Paris

Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
Location: Paris
Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
- Administration - Administration
Closing Date: Closed

Under the overall authority and the direct supervision of the Director of the Bureau for the Management of Support Services (MSS), the incumbent shall provide a full range of office and administrative support as well as technical assistance to the coordination of the Bureau. In particular, the incumbent will\:

Manage the immediate office with respect to communications, meetings and work flow; process and classify information; communicate sensitive information to the attention of the Director; convey directives, reports, status updates and other relevant information; respond to inquiries on issues relevant to the work of the Bureau; handle a wide range of complex information requests; facilitate interaction & information flow between the Director and the Bureau Staff.
Provide administrative, logistical and secretarial support in managing priorities and work flow of the Director; maintain Director’s schedule; serve as first point of contact and liaison with senior officials internally and externally; receive high ranking visitors; place and screen telephone calls.
Search, compile and summarize background documentation for use in the preparation of reports, briefs and speeches; finalize a wide variety of large, complex documents and reports.
Review and draft correspondence and other communications; proofread, edit and ensure quality control of outgoing documents for completeness, grammatical and typographical accuracy and compliance with UNESCO format standards; make informal translations.
Contribute to optimize the correspondence flow within the Director’s office by establishing and improving internal procedures and tracking systems; follow up on the preparation by staff of reports, correspondence, briefing notes and other documents for the Director; organize and maintain office database and archives.
Make travel/mission arrangements; organize meetings, prepare correspondence and assembles documents for these meetings/missions; take notes, prepare minutes of meetings and follows-up on required action.
Provide administrative and logistic support to the Chief of Operations Section by coordination and monitoring of multiple and diverse activities and work processes.

EDUCATION

Completed secondary, technical and/or vocational education.

WORK EXPERIENCE

A minimum of 8 years of relevant work experience in secretarial or administrative tasks in an international environment, of which at least 3 years working for high-level officials.

SKILLS/COMPETENCIES

Excellent interpersonal and communication skills.
Excellent drafting skills in English or French.
Excellent organizational and coordination skills.
Good time management skills.
Ability to work under pressure, to deal with complex situations and flexibility to adjust work schedules and priorities.
Sense of diplomacy and professional integrity.
Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
Ability to set priorities and to organize work independently based on established guidelines and general direction from the Director.
Excellent IT skills (Word, Excel, Outlook, PowerPoint, etc.).

LANGUAGES

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

EDUCATION

Specialized training/certification in administration and/or secretariat.

SKILLS/COMPETENCIES

Knowledge of UNESCO rules, administrative procedures and standard practices.
Knowledge of UNESCO administrative tools (SISTER, SAP, DUO etc.).

LANGUAGES

Knowledge of another official UNESCO language (Arabic, Chinese, Russian, Spanish).

This vacancy is now closed.
However, we have found similar vacancies for you: