Secretarial Assistant

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. REQUIRED QUALIFICATIONS

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.

For more information in benefits and entitlements, please consult ICSC website.

SELECTION AND RECRUITMENT PROCESS

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