Secretarial Assistant
hace 2 semanas
OVERVIEW
Post Number: 3UYADM0709RP
Grade:
G-5
Parent Sector:
Sector For Administration and Management (ADM)
Duty Station:
Montevideo
Job Family:
Administration
Type of contract:
Fixed Term
Duration of contract: 2 years
Application Deadline (Midnight Paris Time): 05-MAY-2023
UNESCO Core Values:
Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority and direct supervision of the Office Director, as applicable the incumbent provides a series of administrative and secretarial support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures.
This post coordinates and performs the full range of office and management support and administrative tasks, and provides direct assistance to the Director in order to ensure quality and consistency of the flow of office work and management of the information of the Office.
The essential responsabilities include:
Screen requests for appointments with supervisor according to the nature of the requests and their urgency.
Maintain supervisor's calendar, confirm mutually convenient schedules and arrange appointments or rearrange schedules disrupted by unexpected events, receive visitors, place and screens telephobe calls.
Respond to queries and correspondance, often of a sensitive, condidential or technical nature.Coordinate and lead secretarial support services for high-level meetings, service
- or Office-wide training and special projects/events.
Attend meetings, prépare minutes, monitor follow-up activities and make arrangements for formai editing, translation, of documents and publications.
Coordinate the work of other support staff, establish priorities and ensure équitable distribution of work.
Review, record, distribute and processes incoming mail and correspondence; follows up on pending actions; prepares draft technical responses to a wide range of correspondence and other communications.
Performs a variety of administrative duties (e. g., arrangements for meetings and other events, reservations, budget preparation and follow-up, etc.).Coordinate with other units to ensure smooth running and expedition of work within the unit (e. g. following up contract extensions and requests for temporary staff).
Search, compile, and organize background information and reference materials from various sources for reports, briefs and speeches. Generates a variety of statistical and other reports from various databases. Liaise with PAX on reporting and Country Profiles, National Commissions, local Authorities, UN Agencies.
Provides general assistance to others office support staff as required.
COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework.
EDUCATION
Completed secondary, technical diploma and/or vocational school.
WORK EXPERIENCE
A minimum of 5 (five) years of work experience in administrative, secretarial support and/or related field.
SKILLS AND COMPETENCIES
Sense of integrity, confidentiality, commitment and reliability.
Good analytical and problem solving skills.
Ability to provide quality and timely support and services.
Excellent interpersonal and communication skills.
Strong knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.
LANGUAGES
Excellent knowledge (spoken and written) of English and/or French and knowledge of the other language.
Excellent knowledge (spoken and written) of Spanish.
DESIRABLE QUALIFICATIONS
WORK EXPERIENCE
Relevant experience within an UN agency or other international organization.
Relevant experience in the field of administrative and secretarial support.
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.
SELECTION AND RECRUITMENT PROCESS
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UNESCO applies a zero tolerance policy against all forms of harassment.
UNESCO does not charge a fee at any stage of the recruitment process.
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