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  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris | fr
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
    • Women's Empowerment and Gender Mainstreaming
  • Closing Date: 2019-02-22

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SENIOR PROGRAMME ASSISTANT

Paris (France) | fr

The incumbent works under the overall authority of the Director of the Division of Freedom of Expression and Media Development (CI/FEM), including in his capacity as Secretary to the International Programme for the Development of Communication (IPDC). The incumbent provides secretarial and administrative assistance to the Director, as well as to the IPDC Secretariat, to facilitate the smooth functioning of the Division and that of the IPDC programme.

The incumbent contributes to the effective and timely accomplishment of secretarial/administrative/office activities using knowledge of office systems and procedures.

 

In this respect, the incumbent will\: 

  • Take full responsibility for the schedule of DIR/CI/FEM; arrange appointments and maintain the agenda of DIR/CI/FEM; screen telephone calls and answer enquiries; prioritize and resolve competing demands, organize travel and missions of DIR/CI/FEM as well as that of IPDC Secretariat.  
  • Organize the work of the Office of DIR/CI/FEM with respect to communications and workflows; coordinate and follow up effectively and efficiently; facilitate interaction and information flow; identify and bring sensitive, complex and urgent matters to the attention of the DIR/CI/FEM; disseminate and provide information and guidance to staff at all levels within the Division.  
  • Organize and take full responsibility of the smooth and efficient running of the Office of the DIR/CI/FEM, establishing and improving procedures, tracking and filing systems for correspondence and documents, proposing deadlines; monitor work progress and cases of priority and concern to DIR/CI/FEM; organize meetings ensuring the production and distribution of documentation, note taking and minutes.  
  • Research, compile and summarize materials in preparation of reports, briefings, speeches; scan information sources to identify issues of interest to DIR/CI/FEM; prepare materials and presentations for official trips/special meetings; independently handle a wide range of complex information requests and queries; draft responses to a diverse, high-level and wide range of correspondence and other communications.  
  • Follow-up on the preparation by staff of reports, correspondence, briefing notes and other documents for DIR/CI/FEM; exercise quality control function for the outgoing documents; prepare correspondence for the signature of DIR/CI/FEM, make informal translations, as applicable, as well as contribute and maintain elements within the digital and shared institutional memory of the CI/FEM Division and the IPDC programme. 
  • Assist the IPDC Secretariat by administering its mailbox and leading the administrative organization of the IPDC two statutory meetings as well as of other events linked to IPDC activities (e.g. consultation sessions, visits of IPDC Chair, information meetings, IPDC conferences) and arranging meetings’ facilities, travels, hospitality, promotional materials and special services as well as the compilation of documents/files for participants in IPDC meetings; and also coordinating the reception of IPDC project proposals and implementation reports.  
  • Oversees division of labour in support team in regard to overflow of tasks (conferences, leave plans, briefings and management of interns).

Education

  • Completed secondary, technical/vocational education.

Work Experience

  • Minimum eight (8) years of relevant work experience in secretarial, administrative or related tasks in an international professional environment. 
  • Experience working for a supervisor with managerial responsibility.

Skills/Competencies

  • Excellent drafting skills in English or French. 
  • Good time management skills. 
  • Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels.  
  • Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules. 
  • Ability to take initiative and to provide quality and timely support and services. 
  • Excellent IT skills (Outlook, Word, Excel, PowerPoint).

Languages

  • Excellent knowledge in one of the working languages of the Organization (English or French) and good knowledge of the other language.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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.
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