OFFICE ASSISTANT

Under the overall authority of the Assistant Director-General for Priority Africa and External Relations(ADG/PAX) and the Director of the Division for External Relations (DIR/MSP) and the direct supervision of the Chief of the Section for Cooperation with the United Nations and other intergovernmental organizations, the incumbent is responsible for providing programme and administrative support services.

In particular, the incumbent will\:

1. Collect and organize the pertinent 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 support the preparation of briefings, including briefings for the Deputy Director-General (DDG) and Director-General (DG).

2. Register and analyse incoming correspondence (including electronic), and determine their importance and priority; follow-up on the preparation of correspondence, reports, briefing notes and other documents for the chief, ADG/PAX, DDG or DG; monitor deadlines for required actions or reply.  Screen appropriate telephone calls, general inboxes and other inquiries and information requests; receive visitors, or refer them to the appropriate contacts.

3. Draft general correspondence and memoranda, and answer to requests for information on programmes and activities; review and ensure correspondence and other documents complying with UNESCO standard protocol and practices; modify or provide suggestion for format, style, spelling or grammar.

4. Prepare, process, verifiy various documents for the Section (e.g. briefs, reports, contracts, budget, workplans and individual entries in internal system); prepare draft contracts and register contract details in internal system as approved by the supervisor; verify invoices against contract terms and conditions and prepare contract modifications and requests.

5. Establish, maintain and update Section’s files and reference systems (both paper and electronic), including the IGO databases, other manual and electronic information and retrieval systems according to UNESCO’s rules.

6. Assist in the organization of meetings and missions, by entering travel details, making travel/mission arrangements, taking part in logistical arrangements for facilities and equipment, maintaining and updating lists, preparing correspondence and assembling documents and  following up required actions. Provide other relevant administrative support.

EDUCATION
• Completed secondary education and/or vocational education.

WORK EXPERIENCE
• A minimum of three (3) years of relevant experience in office management or administrative tasks in an international environment.

SKILLS/COMPETENCIES
• Good interpersonal and communication skills;
• Ability to draft correspondence and correct documents;
• Good organizational and coordination skills;
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
• Diplomacy and politeness in dealing with various organizations and individuals requesting information;
• Flexibility in adjusting to work schedules and priorities;
• Good computer skills (word, excel, electronic mail functionalities).

LANGUAGES
• English and French are the working languages of the UNESCO Secretariat. For this post, excellent knowledge of French is required.