Secretarial Assistant to the Head of Office 1

OVERVIEW

Parent Sector : [[UNESCO Mexico]]

Duty Station: [[Mexico City, Mexico]]

Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: Administration

Type of contract : [[Temporary Appointment (SC)]]

Level : [[L-4]]

Duration of contract : [[4 months]]

Recruitment open to : [[External candidates national of the country]]

Application Deadline (Midnight Paris Time) : [[31-May-2022]]

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the direct authority and supervision of the Head of Office in Mexico, the incumbent is reponsible for the the smooth and efficient functioning of the Head of Office's secretariat.

Duties and Responsabilities:

1. Ensure the efficient functioning of the office of the Head of Office, by preparing daily agenda, scheduling meetings and appointments with government authorities, institutions, etc. Follow up on pending Office activities and due dates.
Proofread the documents prepared for the visa/signature of the Head of Office, by checking for content, grammatical and typographical errors and ensuring compliance with UNESCO's rules and regulations.

2. Lead the Records Management Team of the Office. Be in charge of developing and maintaining the filing plan. Train the Office staff on the UNESCO Records Management Policy and ensure that the physical and electronic records of the Office are complete and comply with such policy.
Assume the organization of the office of the Head of Office by classifying and filing, interalia, reports, documents, letters, workplans, and project reports.
Classify and organize the final versions of the presentations (PPT or other format) developed
by the Office staff.
Implement and maintain a bank of images of the Office.
Create and maintain a data base of institutions (governmental, information centers,
academy, etc.).

3. Assist in the screening and analysis of incoming mails and correspondence; channel to relevant officers; draft correspondence and documents in English and Spanish and draft answers to requests.
Make translations from Spanish to English and viceversa.
Answer and filter tlephone enquiries, prepare draft responses; provide general information to visitors and counterparts on questions related to the activities of the Office; maintain up-to date the corresponding control of responses or actions and inform the Head of Office or, if necessary, the concerned staff.
Implement and maintain a statistical system of all incoming correspondence received in the
general in box of the office.
Develop and maintain distribution lists to support visibility activities.

4. Assist in the preparation of the Head of Office's mission plans (including itineraries, agendas travel arrangements, and obtain security clearances), prepare mission reports, assist in the follow-up of activities in coordination with the administrative services and programme staff.

Assist in the organizion and logistical aspects of experts meetings and Office events, including confirmation of attendance, verification of addresses, meeting room reservation),draft invitation letters, contact participants, take notes and dictation, prepare summaries and brief reports and maintain strict control of confidential documents.

5. Coordinate staff meetings and prepare and distribute the minutes to staff.
Assist in the liaison between the Head of Office and his/her staff and timely communicate with UNESCO Headquarters on the follow-up of activities and relevant administative issues.

6. Additional activities that may be required to ensure the success of the work team
 

CORE COMPETENCIES Communication (C) Teamwork (C) Accountability (C) Professionalism (C) Planning and organizing (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

Education

Completion of high school education with relevant training/diploma in International Affairs or protocol.

Work Experience

Five to seven years of experience in similar post, preferably in international organization, UN Agency or Embassy. Experience in writing, editing and formatting of documents.

Skills and competencies 

Knowledge of principles and practices of records management.
Knowledge of guidelines for the use and protection of confidential information is essential.
Excellent communications skills, including written and oral communication.
Excellent organization and coordination skills.
Ability to work in teams, initiative, service oriented, and accuracy.
Discretion and ability to deal with sensitive issues.
Ability to work in multi-cultural environment.
Flexibility to adjust to different working styles and priorities.

Languages

Very good knowledge (spoken and written) of Spanish and English.
 

DESIRABLE QUALIFICATIONS

Work Experience

Relevant professional experience in the area of international affairs or diplomacy.

Languages

Knowledge of another official language of UNESCO (French, Arabic, Chinese and/or Russian).
 

 

 

ASSESSMENT

ASSESSMENT

An assessment exercise may be used in the evaluation of candidates.

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries are calculated in US dollars. They consist of a basic salary and a post adjustment, which reflects the cost of living in a duty station, as well as exchange rates. Other benefits include: 30 days annual leave, family allowance, home travel, education grant for dependent children, pension plan and medical insurance. More details can be found on the ICSC Website.

Please note that UNESCO is a no-smoking Organization.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.