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SECRETARIAL ASSISTANT

Paris

  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Administration - Administration
  • Closing Date: Closed

Under the overall authority of the Assistant Director-General for Priority Africa and Relations with Member States (ADG/PAX) , and the direct supervision of the Director of the Division for Cooperation, Intersectorial follow-up and Partnerships (AFR/CIP), the Secretarial Assistant shall provide a full range of office and administrative support as well as some technical assistance to the supervisor and to the Division as whole.

In particular, the incumbent will\:
  • Collect and provide the right information and documentation for the Director's statements and reports.
  • Analyse and distribute incoming correspondence and documents; determine the importance and priority of documents received, propose follow-up actions to the supervisor's approval. Establish deadlines for required action or reply; follow-up with Chiefs of sections and other professionals on deadlines for answers or other required action.
  • Manage the agenda of the Director; provide administrative and organizational support for meetings and missions.
  • Prepare correspondence and answers requests for information on programs and activities; review correspondence and other documents prepared in English and/or French for the signature of the Senior Management; make or recommend changes to format, style, spelling or grammar; do informal translation of documents.
  • Prepare, process and verify various documents (briefs, reports, contracts, budget, workplans etc.); prepare draft contracts and enter contract details in SAP. Verify invoices against contract terms and conditions, prepare contract modifications and requests for payments.


EDUCATION
  • Completed secondary, technical and/or vocational education.
WORK EXPERIENCE
  • A minimum of five (5) years of relevant work experience in secretarial or administrative tasks in an international environment.
SKILLS/COMPETENCIES
  • Very good organizing and coordinating skills.
  • Flexibility to adjust work schedules and priorities.
  • Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Excellent IT skills (Word, Excel, Outlook, PowerPoint, etc.). 

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