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OFFICE ASSISTANT

Paris

  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
  • Closing Date: Closed

 

Under the overall authority of the Assistant Director-General for External Relations and Public Information, the Director of the Division of Member States and Partners (DIR/MSP) and the direct supervision of the Senior Desk Officer, the incumbent will provide programme and administrative support services. In particular, s/he will perform the following tasks \:

  • Make research, collecte and organize information, data and documentation from different sources (Internet, office files, records, etc.) for the supervisor’s concept note and reports; prepare summaries and statements and provide support on the preparation of briefings and documents, including for the DG’s official travels.
  • Receive, register  and analyse incoming correspondence/ documents, and determine their importance and priority; monitor deadlines for  action or reply; follow-up on the preparation of correspondence, reports, briefing notes and other documents.
  • Receive telephone calls/general inbox and visitors; respond to inquiries and information requests.
  • Draft correspondence and memoranda, answer to requests for information on programme and activities; review correspondence and other documents prepared in English and/or in French to ensure conformity to internal  standard practices and protocol, make or recommend changes to format, style, spelling or grammar. Do informal translation of documents.
  • Prepare, processing, verify various documents for the Desk (e.g. briefs, reports, contracts, budget, workplans and individual entries in SISTER); prepare draft contracts and enter contract details in SAP; verify invoices against contract terms and conditions and prepare contract modifications and requests.
  • Establish, maintain and update Desk’s files (paper and electronic, databases, and other manual and computerized information and reference and retrieval systems according to UNESCO’s rules.
  • Assist in the organization of meetings and missions, by making travel/mission arrangements and assosciated reservations, maintaining and updating lists, prepareing correspondence and assembling documents. Provide other administrative support by initiating and following up transactions in the relevant automated systems (e.g. enters contract details, runs reports, creates local orders etc). 

 

EDUCATION

  • Completed secondary education and/or vocational education.

WORK EXPERIENCE

  • Minimum three (3) years of relevant experience in secretarial or administrative tasks in an international environment/organization/institution.

SKILLS/COMPETENCIES

  • Good drafting skills. 
  • Ability to draft correspondence and correct documents.
  • Discretion, diplomacy and politeness in dealing with various organizations and individuals requesting information.
  • Flexibility in adjusting to work schedules and priorities.
  • Capacity to work effectively under pressure.
  • Good computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).

LANGUAGES

  • Excellent knowledge of French and Arabic.
This vacancy is now closed.
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