OVERVIEW

Post Number : PAX 003

Grade : G-7

Parent Sector : Priority Africa and External Relations Sector (PAX)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 10-JAN-2024

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

(Only candidates who are entitled to work in France may apply to this position).

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the guidance and direct supervision of the Assistant Director-General for Priority Africa and External Relations (ADG/PAX), the Executive Assistant is responsible for providing high quality/specialized secretarial and administrative support services to the ADG/PAX. This involves ensuring the smooth running of the Office and its flow and management of information. The incumbent is in direct contact with staff, managers within and outside the Sector and high-ranking officials within and outside the Organization.

The post requires the ability to set priorities and to organize work independently based on established guidelines and general direction from the ADG/PAX.

Long Description

In particular, the Executive Assistant will:

• Take full responsibility for the agenda of the ADG/PAX (time management and scheduling with appropriate consultation as required); arrange appointments and maintain the ADG/PAX’s agenda; serve as first point of contact and liaison with senior officials; receive visitors (often high-ranking); place and screen telephone calls and answer enquiries; effectively prioritize and resolve related competing demands; organize travels and missions of the ADG/PAX.
• Organize the work of the Office of the ADG/PAX with respect to communications, meetings and workflows; coordinate and follow-up effectively and efficiently; provide substantive and administrative support in managing the ADG/PAX’s programme of work and ensure his/her participation in meetings and events, as planned; facilitate interaction and information flow between the ADG/PAX and staff members of the Sector; identify and bring sensitive, complex and urgent matters to the attention of the ADG/PAX; disseminate and provide information and guidance to staff at all levels within the Sector ensuring understanding of intent and deadlines.
• Organize and facilitate the substantive and administrative work of the Office by taking full responsibility of its smooth and efficient running, including establishing and improving internal procedures and tracking systems for correspondence and documents; verify that the work is done in accordance with corporate standards and within established deadlines; monitor work progress and cases of priority and concern to the ADG/PAX; organize high-level meetings including taking responsibility for the finalization of the agenda, invitations, the production and distribution of documentation, note taking and preparation of minutes of meetings as well as follow-up on required actions.
• Follow-up on the preparation of reports by staff, correspondence, briefing notes and other documents for the ADG/PAX; exercise quality control function for the outgoing documents; proof-read, edit and review texts for adherence to format, grammar, punctuation and style, in accordance with standard practices and protocol; prepare correspondence for the signature of the ADG/PAX, and make informal translations, as applicable, as well as contribute and maintain elements within the digital and shared institutional memory of the Sector.
• Facilitate collaboration with the Coordination and Field Support Office, Division for External Relations and Division of Priority Africa Coordination, and the Sector as a whole on the collection of material for ADG: background documents, revised speeches and presentations.

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least ten (10)  years of relevant professional experience in secretarial, administrative or related tasks in an international professional environment.
• Experience working for a supervisor with senior managerial responsibility and/or high-level officials.

Long Description

Skills & Competencies

• Excellent interpersonal skills and ability to establish and maintain positive working relationships, team-work oriented.
• Excellent communication skills, both in writing and orally, in English or French.
• Excellent organizational and coordination skills.
• Good time management skills.
• Ability to work effectively within tight deadlines , to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
• Ability to set priorities and monitor own work plans.
• Sense of diplomacy, discretion and professional integrity.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc.) 

Languages

• Excellent knowledge (oral and written) of English or French and very good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Education

• Specialized training/certification in administration, secretariat and/or office management or related field.

Work Experience

• Working experience in similar functions within the UN system or an international organization/institution.

Skills & Competencies

• Familiarity with the work and general functioning of international organizations and/or of the UN system.
• Excellent proof-reading skills.

 Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 51 672 Euros.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

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.